Payment System

Knowledge Base Credit Cards and Payments
1

The payment system within the application has the following functionality out of the box.

Options for taking payment

 

Standard payments on Invoices

Simply click Take Payment on an Invoice to enter a payment.

 

Partial payment on Invoice

When a customer pays less than the total amount due, just enter that amount.

  1. On the invoice, click Take Payment.
  2. Select the Payment method.
  3. Replace the Payment amount with the partial amount they paid.
  4. Click Take Payment.
  5. Click Continue.
  6. The invoice will show the partial payment but not be marked as paid until they pay the remaining balance.

 

Over payments for Invoice

Allows you to take an over-payment and apply the remainder to Customer record as credit.

  1. Take payment on the invoice and enter the total payment made.
  2. Go to the Customer's page.
  3. Scroll down to the Payments section.
  4. To the right of the Amount, click the down arrow button.
  5. You will see the Credit Remaining. Click Apply this Remaining Credit. In the example below, the Customer owed $71.16, and paid $100.

 

Split Payments / Apply payments to multiple Invoices

A customer record can have multiple open Invoices. When the Customer makes a payment, you have the option to split the payment toward the different balances on the Invoices tied to their record. Turning on any given checkbox will automatically add the full balance of the invoice to the respective Amount To Apply field. You can also turn on the Received checkbox to apply the payment to all the invoices listed.

For partial / Split Payments: You can track un-settled payments in More > Admin > Reports > Payments - Unsettled Payments.

 

Quick Payments

Quick payments are generally not recommended for non-Admin users. However, this feature allows you a way of marking an invoice as paid with a single click. In upper right of an invoice, click Actions > Quick Payment. It creates an automatic quick payment on the invoice. Generally it is recommended that you apply payments through the payment form and capture the payment type. Please note that Quick Payments also do not prompt to close a ticket.

The Quick Payments feature automatically uses the first Payment Method with Payment Type "Quick." Quick Payments can be disabled under Invoice Settings.

 

Store Credit and Customer Credit

Store Credit in the app works sort of like you might think of a gift card, or deposit payments. For more information, refer to our Store Credit and Customer Credit article.

 

Taking Deposits

The payment system also supports Deposits. For more information, refer to our Deposits Article.

 

Refunds

Please refer to our Refunds article for more information.

 

Editing Payment Methods

You can adjust your payment methods in More > Admin > Invoices - Payment Methods. The first payment method in the list that has Payment Type "Credit Card" is the one that will be used when customers pay through the customer portal.

 

Handling Bounced Checks

When a customer's check bounces, simply delete the payment in Syncro since the invoice is still unpaid. You may want to add a note on the customer's profile about the bounced check.

If the customer never takes care of the bad check by paying the invoice one way or another, treat it as bad debt (see the next section).

 

Processing "Bad Debt"

Bad Debt happens when a customer refuses to pay for an invoice. In order to track the unpaid invoices, you will need to create a payment method called "Bad Debt."

  1. Go to More > Admin > Invoices - Payment Methods.
  2. In the upper right, click New Payment Method.
  3. Name it Bad Debt, Payment type of Other.
  4. Click Save.
Once that is done process the invoice as you would any other invoice but use the "Bad Debt" Payment method. This will mark the invoice as paid and give you the ability to track these types of invoices.

 

 

Taking Cash Payments

Via the POS module

  1. Once you have the proper items in your cart, click the green Cash button to take a cash payment from the POS.
  2. The total will be displayed, and you can enter the amount of cash that the customer gave you in the Amount Provided field. The app will calculate the change needed to give to the customer and will display this in green text after the word Change.

 

 

Via an Invoice

  1. Once you have the Invoice details page up, click Take Payment.
  2. Click the Payment method dropdown menu and select Cash.
  3. The Payment amount box is how much of the given cash you want to apply to the invoice. If you want all of the cash given to apply to the invoice, enter in the total for the invoice here.
  4. You can enter the amount of cash that the customer gave you in the Amount Tendered box. The app will calculate the change needed to give to the customer and will display it after the word Change.

 

 

Expiring Payment Profile Reminders

Allows you to create Expiring Payment Profile Reminders to automatically email your customers when their stored payment profile is expiring. Head to More > Admin > Invoices - Expiring Payment Profile Reminders to create a new reminder.

Next, click the New Reminder button to create a new reminder OR edit an existing reminder in the table list.

When creating a new Reminder or editing an existing reminder, you have the following fields:

Name: Name the reminder

Expring in # days: Number of days before Credit Card expires that this reminder will send out

Cc email: Add an additional email address to copy someone

Email Message: You can customize the look and feel of the message like other templates using the available tags

You can set up multiple reminders that will send X days before the card is set to expire. Credit cards expire on the last day of the month, so we use the last day of the month as the expiration date. Each Reminder will trigger once and only once per stored payment. Updating the name or expiration date on the stored card does not change this, you will need to delete the card and resave it in order to trigger another Expiring Payment Profile Reminder.

Please note:

  • Expiration date is based on what is shown in the UI (and not based on the actual card). So if you store a card that expires 08/19, but save the card as 07/19, we will use 07/19.
  • We default to the current month and year when adding a new card. A customer in the customer portal cannot edit this date once they set one up.
  • If you do not specify an expiration date, the reminder will not be sent out.
  • The expiration date on a card will be saved automatically for Authorize.net (since they send us that info back), but other payment gateways will not.

Internal Notifications:

You can also create 15, 30, and 60-day internal reminders that stored cards are expiring in the Notification Center.