Using the Receive Money Function

Receive Money

This option will allow you to post a Deposit on any Quote or Job in the system on the fly from another Branch, as well as post a payment to any open Invoice from anywhere in the system. Please Note: The Payment Type Codes MUST be the same in all Branches for this to work. When you hit enter on the Receive Money option, the system will display the following menu: 



Hit enter on the Receive money from customer option and the system will then display the following: 



At the Cust ID field, use the (F1) key to lookup an Order or hit the (F2) key to lookup a Quote. Once the applicable Job or Quote has been selected, if you are posting a deposit, all the fields, up to the Amount field, will automatically be populated. At the Amount field type in the amount of the deposit if it is different from the total amount that is being prompted. The rest of the fields work the same as taking a deposit. (Please Note: deposits/payments can be backdated and the user can also change the posting period with user control permission from this feature. There is a User Control option-- covered in the System Administration Manual--giving each user the ability or non-ability to perform this change date/period function. Also, when a deposit or payment is made through this feature, the system will print an “R” next to the Job Number on the Customer Payment Register and Customer Payment Register History reports.) When you have completed posting the money, the system will return you to the screen you were in when you first hit the Home key. On the Job or Quote, Deposits will be reflected and can be edited if there is any problem. The Deposit will print on the Customer Payment Register of the branch you are in when you post the money for banking purposes, so for multi-branch companies, the Deposit will be reflected in that branch’s bank account. If you are posting a payment to an Invoice, you should still use the Lookup (F1) Order option to locate the Job, even though it is invoiced and closed. The system will call up the first Invoice number on that Job and then prompt an Enter Item Reference box. Type the Reference number for the payment such as a check number or credit card authorization number. The system will then place the cursor at the Amount field and prompt the remaining balance of the Invoice; hit enter to accept if the amount is correct or override with the correct payment amount. Hit enter at the Payment Type field to get a lookup and make your selection. You can then fill in the credit card information if that applies. Once you enter through this screen the payment will be posted and you will see it on the Customer’s Account, the Customer Payment Register and the Payment Distribution Report, just as if you had made the payment through the A/R Post Customer Payments module. You will also be prompted to print a receipt before you exit the program.