5 Oct 2023 | Windward Software
Methods of Taking Payment on Account
The Windward Webinar focusses on different methods for taking payments on account, utilizing Windward System Five. Specific methods discussed include 'added sale', 'payment on account', 'received on account'.
- Ivory opened the webinar and introduced the topic and speaker, L Murray, a software specialist.
- L Murray discussed three methods to accept payments on account in System Five: added sale, payment on account, and received on account.
- 'Added sale' is used to apply a payment on a specific invoice, either an A type or a work order.
- 'Payment on account' is used to accept money and apply payments to multiple invoices, apply credit invoices to any outstanding invoices, and write off balances.
- 'Received on account' is used to take payments and deposits on account from customers, made with an R type invoice, but it's not applied yet to the invoices.
- L Murray provided a live demonstration of how each of these payment methods works in System Five.
- The Q&A session addressed a variety of questions including how to key in invoice numbers, how the system identifies which invoice to apply payments to, the use of R type invoices, how to correct payments if incorrect tender amounts are used, and how to use CC tokens to pay on account.
- For questions that needed further clarification or were beyond the webinar's scope, attendees were advised to submit a ticket to their support portal for assistance.
- Ivory and L Murray provided resources for further learning and assistance such as their Help Center, Customer Care portal, and Winward Learning Academy.
- They reiterated that only certain situations qualify for emergency support.
0:04
Hello, and good afternoon, everybody. Thank you for joining our webinar for today. My name is Ivory, and I will be your monitor moderator for today's presentation.
0:14
At the end of this presentation, you will take some of your questions. You may want to enter them into the question box. But make sure that they are detailed and specific.
0:23
Just in case a question is coming from something that we need to go over at the start of the presentation, And for that, we will make sure that we know exactly what you are asking.
0:34
Any questions that we can answer today, we can answer them offline afterwards or you may want to submit a ticket onto our portal at support dot windward software dot com and Fisher support can be able to help you out with any of your questions.
0:52
Also, you can now access past webinar presentations on our website. All you need to do is go to the WWW dot when we're software dot com slash webinars, you can be able to see everything in there.
1:06
For today's presentation, we're going to be discussing different methods of taking payments on account. This is a great topic for sure, and our speaker for today, her name is L Murray, and she is one of the software specialists would have been word softer.
1:23
Take it away, Al.
1:28
Thank you, Miss Ivory. Good afternoon, everyone. I hope everybody is having a great day.
1:35
As mentioned, our topic for today is all about different methods of taking payments on account.
2:14
Else? Did you meet yourself?
2:16
Sorry, I can't hear you.
2:18
Oh, I do apologize. How about this one? Can you hear me now?
2:23
I can hear you better.
2:25
All right. Thank you.
2:27
Once again, the system five has provided the three different ways to accept payments account, which are tailor fit, and convenient for your business needs.
2:38
We have the added sale, payment on account, received an account. In this presentation, we will also be able to know how these methods to work.
2:53
We have the most common, which is the added sale. It is used when applying a payment on a specific invoice. It can either be in a type or a work order.
3:06
Next, we have the payment on account. It is used to accept money from a customer and apply to payments to multiple invoices.
3:15
It is also used to apply credit invoices to any outstanding invoices to write off the balance. Lastly, we have the received on account. It is used to take payments and deposits on account from your customers, and it's made with the R type invoice, but it's not applied yet to the invoices.
3:38
Now, at this point, I will show you through my live demonstration how the each of these payment methods work.
3:51
So, again, the first method I'll show you is the edit sale.
3:56
So, we go to the main menu, click on sales.
4:02
Click on edit sail option, system would prompt the find invoice window.
4:08
So we just click on recent button and select the invoice that we're going to paint.
4:14
So in this case, we select this customer.
4:20
Click on yes to edit the invoice.
4:25
And now here is the Invoice with the item.
4:28
Click on the Tender tab.
4:32
Then on your desired tendered type, you double click on the side.
4:36
The amount system will then prompt.
4:41
After you click on Finish sail button system would prompt to print or just cancel the invoice. So, for this demonstration, I'm just going to click on Cancel.
4:54
Alright, next, the other or the next payment method would be the payment on account.
5:02
So, we go to the main menu.
5:05
Go to Accounts Receivable, Click on Payments, on Account option, and click on New Payment.
5:13
System will then prompt us to find the customer.
5:17
So, in this case, we have for this customer, Smith, Mary says, what you can see. There are a lot of outstanding invoices that we have.
5:32
For the payment on accounting method, there are three different types of taking the payment.
5:38
We have the pay invoice we have in which the invoice that's highlighted. For example, this one is the only invoice that's going to be paid.
5:49
We also have the pay all invoice in which it will pay all the in outstanding invoices for this customer, And then, third, is to pay up to invoice enrich.
6:02
The system will allow us to enter an amount that the customer probably mailed or dropped off, and this amount can be distributed to specific invoices.
6:15
Now, let's click on pay invoice, the first option.
6:20
So, as you can see, we highlighted this invoice and system prompted the amount right away.
6:29
So once we click on Apply button, system will then route as to the tender tab.
6:35
We click on the desired tender type, doubleclick and system will then prompt us to print the invoice or cancel the invoice. So, again, let's cancel to apply the payments successfully.
6:48
Next, I will show you how the Pay All invoice works.
6:53
So again, same main menu, accounts receivable option, payments on Account, new payment, We select our customer.
7:06
So we go back to this customer here.
7:10
Alright. So we have four remaining outstanding invoices.
7:16
So we click on Pay All.
7:23
So, you've got there, all these invoices under the payment column, all the amounts have been auto populated by the system.
7:32
So once we click on Apply Button, we are then routed to the tendered tab, click on.
7:40
Did tendered type cache?
7:43
Double click on that, and click on Council, that completes the payment made by the customer using the Pay All option.
7:53
Now, when we go to the Pay Up to option, still the same process, we go to payments on Account, payment.
8:05
And then we select our customer.
8:15
So, in this case, we will select Paul.
8:23
Alright, so now what we're going to do is we're going to pay up to.
8:30
So let's just say that your customer dropped off around 500 dollars, so you provide, or enter here, in the pay up to field the amount that your customer provided.
8:45
Click on, OK.
8:49
So there, as what you can see, it provided the payment on the payment column for this invoice.
8:57
So basically, this invoice has already been paid about 500, and they have a balance of 839.
9:07
So let me click on apply.
9:10
Go to the center tab, doubleclick, and then click on cancer.
9:15
So that's completing the payment on accounting method. And last, but not the least, we are going to have the received on Account payment method, or what we call the ROA invoice. So we click on we just normally create a sale.
9:37
And then, clicked on your clerk, invoice type. That wouldn't be received on account, invoice type.
9:46
You select your customer.
9:49
All right, click on OK.
9:57
OK, Alright, so, what you can see here, there's a balance due. So, this is the total of all outstanding invoices, and then here under the amount paid, or in the amount paid field, we then can enter the amount that we have received from the customer.
10:18
So, let's say we have um 2000 as received on account, Alright.
10:29
So, we can then go to the Center tab to complete the tender, finish sale.
10:39
Sorry, let me just, It would be cash, finish sale and then Cancel. So, after that you then how how the received on account invoice.
10:54
Now, there are two ways to apply the invoice or the ROA invoice, it can either be through the payments on an account, or through the R oh a invoice itself.
11:07
So let's say, for example, we have, are we can go to the R oh.
11:13
an invoice That we have created.
11:20
So here, let's open and edit this invoice.
11:29
OK, we then go to the outstanding Invoices field.
11:36
As what you can see, there are the outstanding invoices. So you can either double click here, or select Pay All.
11:48
Or pay up to $2000, which is equivalent to the amount received. So let's save, pay all.
11:59
Alright. And then tender.
12:05
All right.
12:06
So, as you can see, there is a balanced do, because, again, the customer only provided us $2000.
12:15
Initial sale, Sorry.
12:34
And exit.
12:37
There we go.
12:38
So, that's for our received on account payment method. Now, as I have mentioned earlier, we can also use it by the payments on account.
12:51
Egis go to the Accounts receivable, Payments on account, and then New payment.
13:01
So, let say, let me check.
13:09
For this customer, she doesn't have yet, and I receive an account invoice. However, if there is a received an account invoice for this customer, it will show up here, and it will be highlighted in red.
13:24
So, that would be our, that's the one way that we can determine if that this and our invoice, and then, ah, mute again, apply that invoice to any future outstanding invoices.
13:41
Or customer can have also the option too, have a credit on her account, and in order to pay future invoices.
13:55
Alright, so at this point I have already discussed completely all the different payment methods available that our system five offers.
14:11
All right, so we can now proceed to our question and answer portion I Miss Ivory.
14:24
OK, so thank you so much Alpher, that presentation, so we do have some few questions here.
14:34
Our first question is coming from Sally, and she said, If a credit term customer pays many invoices that are not in date order, is there a way to key in the invoice numbers instead of hunting?
14:49
four, all of the invoice numbers.
14:56
Oh, yes. If you have the information of the invoice number, you can definitely enter the invoice number manually.
15:06
And I hope Salih that answers your question.
15:09
And another one from Gerard, he says, when paying up to a specific amount, how does the system know which invoice to applied to?
15:21
Does it automatically play?
15:22
Does it automatically pay the oldest invoices first or that can be selected manually?
15:30
Yes, Thank you for that question. Well, actually, for a system five, it usually starts with the oldest invoice S up to the rest recent.
15:42
OK, yes, I hope that answered your question, Gerard, but he has a follow up question. He says, when you, when would it be appropriate to use the R type invoice?
15:54
Well, our type invoices can be used, especially if you're a customer just would like to have a credit on the account just to use it as a credit balance and apply it for future invoices.
16:15
I hope that answered your question, Gerard. And another one from Deborah. How do you fix these payments? If the staff uses the incan, the incorrect tender amount?
16:29
Well, you can go to the Edit Payment Edit Payment option. Let me show you here.
16:42
No, to the payment.
16:44
Accounts receivable payment on account, and then, instead of going to new payment, we go to the edit payment option.
16:54
Be select the invoice or the payment that was made. Let's say, for example, for Paul.
17:07
Alright, so if it's an incorrect payment, you can edit it here.
17:14
Let's say it this invoice should not be paid yet.
17:22
Or, let's say, if the payment is like, it should be 100 instead of $500.
17:33
So you can just enter it here, manually, and then you'd go to the Tender tab.
17:41
You first need to delete the line, and then enter or double click the payment, the correct payment, which is 100, and then you click counsel.
17:54
So, that's how you're able to edit the payment that was applied prior.
18:01
All right. Thanks for that. L I hope that answers your question, Debra. Another question from April. She says she asked kind of payment be made on the invoice, no matter what the date of the it is.
18:20
Oh, yes, definitely You can apply payments to the invoice, regardless of the payment date. I mean, the invoice date.
18:31
OK, thanks for that, Al.
18:33
Another question from Mike, he says, now, now do you use payment taken to pay ROA?
18:44
Ah.
18:47
Um, I'm not sure I'm not sure what the question is, but sorry, OK. He says, sorry.
18:54
How do you use CC token to pay on account?
19:04
Oh, for that one, we would have to check on that.
19:10
Let me just check on that and I will get back to you for her correct information or detailed information about this CC token.
19:23
Yeah. Additionally, for that one, mic, I'm not sure if, this is the talk.
19:28
token is one of the payment options that you have, but, if it is, then you need to set it up as one part or as one of the payment type in a system, before you can be able to use it to pay on account.
19:43
But, if I'm wrong, if I'm sending it wrong, I think Elk I'm able to discuss that one with you offline.
19:52
The terminologies used may be different, but yeah, we should definitely be able to check out with that one with you.
20:02
Ah, another question from Sally. Oh, OK.
20:05
Sally says, Please show you how that happens.
20:10
OK, so, I think this, she's referring it to her first question, which is about if a credit terms if a credit term customer pays, many invoices are not on the date, Not in date order, is there a way to key in the invoice numbers, OK, can you show that one to her L: How do you keep in the invoice number if, if the customer is base, different invoices, but they have a specific invoice to pay?
20:47
Alright, let me go and pull it up here.
20:52
So, let's say, for example, payment, New payment, OK.
21:14
Let's say for this customer here.
21:18
Alright, so in order for you to add invoice, I click on the add button up top, and then manually enter the invoice number, let's say, for example, this one, and then click OK.
21:33
So in this case, I don't have like an invoice specifically for this invoice number.
21:40
So it will then not populate, but that's how it is.
21:45
So again, click on the add button and then you can then manually enter here on the invoice number field, the specific invoice number.
21:57
I hope that answers your question.
22:01
Thank you owl, another one here from.
22:07
My Mary, can we use these options for collecting CC payment remotely like over the phone?
22:15
Ah, I'm not actually sure what you meant by that one. Mary, can you be more specific?
22:22
Please.
22:24
And we will get back to you, OK, another one for DN for Payments made by credit card.
22:33
Is there a way for the system to prevent authorizing the full amount on the invoice when, on, I'm making a partial payment.
22:50
Forbearance, maybe it's credit cards.
22:52
Is there a way for the system to prevent authorizing the full amount on the invoice when only making a partial may payment partial?
23:04
Oh, yeah, go ahead. I'll go ahead, Ms.
23:08
Ivory, OK. So yeah, for that one, a D N, basically.
23:15
Every time a gender and an apparent on the system, it is manually key in the amount you need to manually put in. How much is the amount that you're going to key N?
23:23
So if you only wanted to pay portion or partial payment, then the amount that you will be putting in will matter.
23:32
The system doesn't have a way, or the moment you're going to create a Famous an account system, still would wait for you to put in how much the amount that you're going to pay it. It's not going to automatically, but in automatically pay full, full amount of the invoices unless you're going to let them, Unless you're going to let the system know that you're going to pay them in full.
23:55
So, um, yeah, I'm not sure if that makes sense to you, but let me know if you still, if this, if that was not clear enough.
24:08
Question from Sally, If a customer shod pace, an invoice by a small amount under a dollar, what is the easiest way to get rid of the balanced due?
24:22
If a customer short base an invoice, very small amount, like under $1, what is the easiest way to get rid of the balance to? They have to create a credit memo.
24:32
Well, if the invoice is not fully paid, there's always going to be a balance.
24:36
So it's either going to fall, be it, or create a credit memo to write that one off.
24:49
Maureen is asking, Can you use our invoice to record a deposit for a customer?
25:03
I do pause it.
25:08
Well, for the R oh eight invoice, once it's created, it will show as a credit balance on the customer's account. So it's also work.
25:21
It also works, like, um, I believe it also works as a deposit on the customer's account already.
25:32
Do you have anything to add mics?
25:34
Yeah, that's actually correct.
25:36
Is the moment you use our invoice, our invoice dance floors can also be used as a as an advance payment made by the customer on an invoice that is not yet created in the system or for sales that is not yet existing. So it is also considered like deposit on their account to be used for future invoices.
26:07
April is asking, can you show me what an R type invoice looks like?
26:14
Can you demonstrate that one for her L Oh, yeah, sure, no problem. Let's client and our invoice.
26:22
So like for this one, the type that you can see with normally, say, an R, then when you double click, it will, oh, sorry about that. Let me just go here anyway.
26:41
So let's say, for example, this one, find the invoice and then click on yes to edit it.
26:52
So normally this is how an R invoice looks like.
26:57
So it shows the balance due, the amount paid, and then if you have an early payment discount for that customer, it would also show, and then the balance remaining.
27:10
On the outstanding invoices tab, you will be able to see the list of all outstanding invoices for that customer.
27:18
I hope that that answers your question.
27:24
Thanks, L, and, yes, Maureen has a follow-up, and how does that, and how does that reflect on the overall receivable balance?
27:33
So basically, on the overall receivable balance, it will just show as a credit balance of basic.
27:41
Well, technically, it's uh, it's a deposit made with a customer, an advance payment, made with the customer. On the posting side of the receivable, it's going to be on the credit side.
27:57
So it's credit onto your Customer account, and that's going to be credit on the accounts receivable, as well.
28:05
So the bowels of the customer always show as negative or credit, if there isn't any other invoices on it.
28:13
So yeah.
28:17
D Diane asking, is asking, when we are paying them make payments with web.
28:26
Where we are paying to make payments with web token, an audit generates the full amount.
28:33
OK, ah, I'm not, uh, really quite familiar with that one.
28:38
She says, Sorry, I meant to say when we are trying to make payments by credit card, if it is not a through POS, we have to get a web token: The web talk and other generates, the whole invoice amount.
28:53
And this this has led to reauthorizing the amounts on the client's CC, OK. So um, Diane I believe there is. I'm not I'm not Harper said, sure. But I believe there isn't an option for you to set up. Not. Debris also authorize that. one, I would still recommend you requesting or creating a ticket for that one. So it can be discussed further. I might I am may not be understanding it's in full context. But yes, I would suggest that you request for a ticket and have it will have a technician disgust, that one with you.
29:34
So this is more clear for you, as well.
29:42
Debra is asking, Is our away payment always a two step procedure?
29:49
Not sure about the two step procedure, but Can you show, again, al how's the ROA payment?
29:59
Is it?
30:05
Oh, you mean applying the R O A invoice? Is that, Yes.
30:13
OK, so, in this case, Hold on.
30:24
Count?
30:33
Already paid, Let me go ahead.
30:37
Check.
30:52
Alright? Let me go and create an R O A invoice first, OK, let me show you.
31:03
Bounce receivable, I mean, sorry. Received an account.
31:07
And let's say, Barry Betty.
31:20
Alright, so, for her, let's say, you would have to, say one thousand, as received on account, proceed to zander.
31:34
Cash, finish there, click on Cancel, IRA.
31:41
Now, um, in applying the payment or R O A invoice, again, you can simply go to find the invoice.
31:53
Yeah.
31:56
So, this one here, double click to edit the Invoice?
32:02
Click on Yes.
32:06
And then click on Outstanding Invoices, and then you can then see all outstanding invoices.
32:13
So, you can select Pay All, or pay up to one thousand dollars.
32:20
So, if begin, if you click on Pay All, it will then provide all these payments.
32:30
And then click on Tender.
32:35
Then finished Oh, sorry.
32:45
Click on Cancel.
32:51
All right.
32:52
Is that answered your question and how to apply the R oh a invoice?
33:00
OK, thanks for showing that one also, Debra. Again.
33:03
She asked, Once the payment is made is, is made as an ROA and shows a credit to the account, do you have to go and apply the credit today?
33:15
Send invoices are, basically, first of all, ROA invoice, it is actually designed, if two create a an end to apply the payment that is made with a cut by the customer For on invoices.
33:32
That is not existing at like for example, the customer wanted to make an advance payment on a, ah, on just an advance payment on their account. I can deposit on their account.
33:44
For future use Yes, you can definitely use are always the best option or the best invoice to create.
33:52
So you can record the advance in advance payment or let us call this a a deposit under account for future use.
34:04
And, obviously, if you have now, the outstanding invoices, love, if you have to a new invoice is created, then, definitely, you can go in and use the open to ROA and apply the credit on to those outstanding invoices.
34:17
But if you already have an outstanding invoices and you made a payment, you can use the other options, which is: the first option method is Edit the payment and apply, then edit the invoice and apply the famous straight to it. Or?
34:33
you can use the payments on account ROA is was initially designed to be used to be used when you're going to make a deposit on the customer's account or in there's no standing invoices yet onto their account.
34:55
Gail, I hope that answers your question, Debra. April says, less.
35:01
Our invoice, you did payment first of 100.
35:05
If did not ask what invoice apply payment to, I'm sorry.
35:13
I'm sorry.
35:16
April, I'm, I don't quite get what your question was.
35:27
Last or invoice you did payment.
35:29
First of one thousand dollars, if did not ask, it did not ask.
35:36
What invoices apply payment to?
35:41
Yes. So, if if you're going to create an ARO invoice, normally on the outstanding tab, it won't show anything. Anything on it like to apply payments to it. It will not show you which invoices. It will ask that. We wouldn't ask you to, which invoices you wish to apply the payments to, if you don't have any outstanding invoices.
36:04
Yet, the moments, you're going to have an outstanding invoices.
36:09
Then, this is him, would have.
36:11
The ability to ask you, if you wish to apply to this invoices. Or, which invoices you wish to apply these payments to.
36:22
I hope that is clear, April.
36:36
Um, OK, I'm sorry, April, I'm not sure.
36:42
Our demands, OK, here's what, what's going to happen, April, I'm going to have L call you or recreate a ticket for you regarding some of your questions here, too, to have a better understanding of what's going on. OK, and.
36:58
We're running out of time, so L, why don't you discuss further the last?
37:02
The remaining of the topics are the slides?
37:07
Alright, thank you so much, Ms. Ivory. So we have our webinar archives. if you would like to sign up for future webinars or view previously recorded events. You may visit the website when read software dot com slash webinars.
37:26
Resources available For our Help Center you can view all available resources that would help you whenever you have questions or with regards to processes. You can visit windward software dot com slash help her Customer Care portal. You can search knowledge base submit and track support tickets that would be via support that windward software dot com and for Winward Learning Academy where in you can sign up new employees and provide lesson based topics. You can visit Academy dot Winward on cloud dot com.
38:06
For emergency support, please note that the following situation qualify for emergency support during emergency tickets. If there's entire system down, and able to take payment, cannot login to system five and recovering from a power outage. So, you can submit that via link, winward software dot com slash emergency.
38:30
Now, for guidance from our professional services specialists, if you would like to work with them when system integrity or accounting role based plan, you may contact your account manager for a coat.
38:44
Images, visit the link, winward software dot com slash professional services.
38:53
And that's all.
38:55
thank you so much.
38:57
And again, thanks, everyone, for joining us for today's webinar. I'd like to take this opportunity, as well, to invite you all on our next webinar, which is about.
39:10
Our next webinar will be on October 19th, which is about break down a kit into its components upon receipt, if you're interested, you may also join us again on that particular webinar. And hope to see you guys again, again, Thank you so much for joining us today, and have a great evening, everyone.
39:33
Bye!
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