To apply a partial payment, follow these steps:
Open the Work Order and go to the Finance tab.
Click Create Invoice.
Enter the partial amount you want to collect.
Select the payment method.
Save the payment.
This will record it as a partial payment, and the remaining balance will stay open.
When you’re ready to collect the rest:
Go to the Customer Profile.
Open the Unpaid Invoices section.
Select the invoice.
Enter the remaining amount and process the payment.
How can I void payments, reverse invoices, and manage partial payments in ShopView?
Managing invoice payments in ShopView includes actions such as voiding payments, reversing invoices, and applying partial payments. Here’s a comprehensive guide to help you navigate these tasks efficiently.
Voiding a Payment and Reversing an Invoice
To delete a payment and reverse the invoice:
Open the Work Order. On the left side, click the customer name to open the customer profile. Alternatively, navigate to the customer profile from the customer listing.
In the customer profile, go to the Payments section.
Find the payment linked to the invoice or work order number.
Delete the payment using the Garbage Can (delete) icon. Go back to the Work Order. Open the Finance tab > Click Reverse Invoice.
This will remove the payment and allow you to reverse the invoice successfully.
Important Notes:
If reversing an invoice displays a message stating that you must void the payment first, ensure you void the payment from the customer file before proceeding.
Unpaid invoices can be reversed directly from the Finance tab.
After reversing the invoice, uncomplete any lines if further changes are required.- Deleting a payment linked to an invoice will move the invoice back to the Unpaid Invoices tab.
Effects of Reversing an Invoice
Reversing an invoice has the following implications within ShopView:
The associated work order returns to the Completed status.
Reversing an invoice neither credits the customer’s account nor requires the work order to be rebuilt.
Applying Partial Payments After Voiding a Payment
To remove a previous payment and reapply a partial payment, follow these steps:
Void the Existing Payment: - Open the customer profile, go to the Payments tab, and locate the payment applied to the target invoice. - Click the More options menu (⋮) next to the payment and select Void. Confirm when prompted.
Reverse the Invoice: - Locate the invoice in the Unpaid Invoices tab, click the invoice hyperlink to open it, and select the Reverse Invoice option.
Recreate and Apply a Partial Payment: - Click the Create Invoice option to recreate it. - Select the desired payment method and enter the partial amount you wish to apply.
This process resets the invoice, allowing you to update it with the correct partial payment amount.
Correcting Invoice Payment Errors
If an invoice was mistakenly marked as Paid using the wrong payment method (e.g., Charge):
Delete the incorrect payment.
Reverse the invoice.
Reapply the payment correctly:
For terms, select Charge during invoicing (do not select Charge as a payment method).
For actual payments (e.g., check, card), reapply the correct payment method.
Add New Payment Method
ShopView allows you to manage payment methods efficiently through the Settings menu.
Navigate to the Settings menu in ShopView.
Select Payment Methods from the left-hand menu.
Click on New Payment Method to add a new method.
Follow the prompts to configure the payment method details.
Default Payment Methods for Customers with Terms: For customers with terms such as Net 30 or Due on Receipt, the default payment method is set to "Charge Account." However, you can change this to another method during the payment process.
QuickBooks Integration: If you use QuickBooks, ShopView will automatically create customer payment methods in QuickBooks if they do not already exist. For vendor payment methods, ensure that the corresponding Bank or Credit Card accounts already exist in QuickBooks with exact name matches.
Conclusion
Mastering payment and invoice management in ShopView ensures accurate financial records and provides flexibility in handling customer transactions. By understanding how to void payments, reverse invoices, and apply partial payments, you can maintain efficient workflows and correct errors as needed. If you encounter specific scenarios or errors while performing these tasks, consult the troubleshooting guide for further assistance.
FAQs for Common Scenarios
Can I delete a credit payment? Yes, you can delete a credit payment by navigating to the customer’s profile, opening the Payments tab, locating the payment, and selecting the delete option.