Receiving Payments from Customers

To record a payment received from a customer in CStoreOffice®:

1. From the CStoreOffice® main menu, go to Customers > Accounts Receivable > New Accounts Receivable.
2. In the Receive Payments form:
1. In the Company list, select your company.
2. In the Class list, select the class from the list of classes available for the selected company.
3. In the Customer list, select the customer which payment you need to add.

The Customer list contains only customers having open invoices or credits. In case the list is empty, there are no customers with open invoices or credits within the selected class.

4. After the customer is selected, the following lists are displayed in the form:

• Open Customers Invoices: Open invoices that the selected customer has.
• Customer Credits: Credits that the selected customer has.

  

5. In the Open Customers Invoices list > Receive Payments column, select the invoices you need to pay within this payment. The receive payments total is displayed at the bottom of the column and at the top right of the form in the Receive Payments field.

If you need to pay part of the invoice, you can enter the Receive Payments value manually by clicking the field with value. The Receive Payments value should not exceed the Amt. Due value for the invoice.

6. If you want to use credits for paying the invoice, in the Open Customers Invoices list > Apply Credits column, select the corresponding value or enter it manually.

The value selected or entered in the Apply Credits column, will be automatically added to the Credit Amt. value in the Customer Credits list.

7. In the Customer Credits list, select the credits you need to use for paying the invoices selected in the Open Customers Invoices list.
8. In the Receive Date field, select the date of the payment.
9. In the A/R Account list, select the account for the payment.
10. In the Deposit To list, select the deposit to account for the payment.
11. Make sure the values in the Receive Payments and Overpayment fields are calculated properly.
12. In the Method of Payment list, select a MOP.

• Cash
• Check: In the field to the right, enter the check number.
• ACH: In the field to the right, enter the ACH number.

  

13. At the top right of the form, click Save.
    Result: The successful message about the payment creation is displayed. The Email Payment Confirmation form opens.
3. In the Email Payment Confirmation form, enter the following data to inform your customer about the payment:
1. In the To field, enter the customer's email.
2. In the Subject field, enter any additional information to the default value, if needed.
3. In the Body field, enter any additional comments you want to send to your customer about the payment.
4. Select the Save Template as Default option, if you need to save this email as the default email confirmation for further payments.
5. If you need to keep a copy of the payment confirmation locally to track the payments history or to resend the confirmation in case your customer has lost or not received it, you may download it before sending. Click the Download file button and save the payment confirmation on your computer.

6. At the top right of the form, click the Send button.

   

   Result: The Receive Payments form opens back. A customer will immediately receive the following payment confirmation: