01What it is
Payments is the register of customer payments. Every payment belongs to a job and has a type, amount, description, due date and status.
A pending payment with a due date before today is shown as overdue. That state follows from the date, so there is nothing to switch by hand.
A partial payment is simply another entry on the same job. The total of paid entries goes into the job settlement.
- ON THE JOB
- Every payment is assigned to a specific job.
- FIVE TYPES
- Deposit, partial payment, balance payment, refund and vehicle sale.
- OVERDUE
- A pending payment past its due date stands out by itself.
02What it is for
Deposit before ordering
A deposit recorded on the job shows in the settlement and on the customer card.
Nothing slips
Overdue payments reach the dashboard and the notifications.
Age of receivables
The chart shows how much money waits up to 30 days, 31–60 days and over 60 days.
Safe history
A paid payment cannot be deleted. You mark a mistake as cancelled.
03Main options
The payments screen is a set of total tiles, two charts, a filtered list and the payment form. Tiles, charts and export all count the same filter.
Paid in, to receive, overdue
Four tiles counted for the current filter.
- All payments
- Paid in
- To receive
- Overdue
Structure of amounts and how long they wait
Two charts above the list, counted for the same filter as the tiles.
- Structure of amounts: paid in, to receive and overdue
- How long it has been due: not yet due, up to 30 days, 31–60 days, over 60 days, no due date
From the most urgent to the closed
Order: overdue, pending, paid, cancelled.
- Columns: item and type, job, location, due date, method, amount, status
- Filters: job, status, category, location
- Search by description, method and job number
A payment recorded on the job
The Add a payment form, the same one for editing.
- Required: job, type, amount, description and status
- Due date, payment date and method (cash, bank transfer, card, typed in words)
- Category and note
04Tasks step by step
- STEP 1Open Modules › Finance › Payments and click Add a payment.
- STEP 2Pick the job, the Deposit type, and enter the amount and description.
- STEP 3Set the status to paid with the payment date if the money is in. If not, leave it pending and enter a due date.
- STEP 1Add the first payment on the job with the Partial payment type.
- STEP 2Add every next payment as a separate entry on the same job.
- STEP 3You can mark the last one as a Balance payment. The balance due is in Modules › Finance › Settlements.
- STEP 1Open Modules › Finance › Payments. Overdue payments are at the top of the list.
- STEP 2On the How long it has been due chart, check how much has waited over 60 days.
- STEP 3Click the job number to go to the job and the customer details.
- STEP 1Open the payment from the list for editing.
- STEP 2A pending payment can be corrected or deleted.
- STEP 3A paid payment cannot be deleted: change its status to cancelled.
- STEP 1Set the list filters, for example status and location.
- STEP 2Use the CSV export. The file covers the whole filter, not only the visible page of the list.
05Actions
The most common tasks around payments.
Add a payment
A payment on a job with a type, amount and due date.
Mark as paid
Paid status and the payment date.
Overdue
The most urgent payments at the start of the list.
Age of receivables
How much money is waiting and since when.
CSV export
Payments from the current filter in one file.
06What it connects to
Choose a module to see how it uses payments.
Settlements
The settlement counts Paid as the total of paid payments on the job; a refund reduces it.
Go to the topicSettlementsCustomer list
The customer card shows the paid and open totals.
Go to the topicCustomer listVehicles
The vehicle card shows the paid and open totals from that car's jobs.
Go to the topicVehiclesDaily dashboard
The overdue payments tile on the dashboard leads to this list.
Go to the topicDaily dashboardOwner centre
Receivables in the Owner centre are the total of pending payments.
Go to the topicOwner centre