Pay an Invoice in Financials (Next)

Introduction

An Invoice is a commercial document issued by a seller to a buyer containing the details of a sale or rental transaction. Once created, Invoices can be paid in Financials (Classic and Next). The following article will describe how to pay an Invoice in Financials (Next).

On Account Invoices vs. Cash Invoices

When it comes to paying Invoices, Customers in Service Management, Rental Management, and Financials are divided into two kinds: on-account Customers and cash Customers. On-account Customers have a credit account with your organization and are invoiced for payment later, while cash Customers must pay immediately at the point of sale.

Similarly, both on-account and cash Invoices exist. This is indicated by the “On Account” checkbox in the Payments window of the Create / Edit Invoice screen:

The process for paying an Invoice will depend on whether it is a cash Invoice or an on-account Invoice.

Pay a Cash Invoice

Cash Invoices must be paid at the time the Invoice is created. To create and pay a cash Invoice, follow the steps below.

Log in to Financials (Next) and create an Invoice. See “Create an Invoice in Financials (Next)” for more information. Remember to leave the “On Account” checkbox in the Payments window unchecked.

Once you are finished, click “Create Invoice” to save your Invoice.
Once your Invoice has been created, the Add Payment window will pop up automatically, prompting you to add a payment. Select your payment type, then click “Add Payment”.

Note that the system will not allow you to navigate away from the Invoice until it has been paid in full. As such, if you adjust the Amount to be paid to be less than the amount owing, you will immediately be prompted to enter an additional payment.

Pay an On-Account Invoice

To pay an on-account Invoice, follow the steps below.

Log in to Financials (Next) and open the Invoice list by selecting Invoices → List from the left navigation menu.
Locate the Invoice you’d like to pay, then click on it to open the Create / Edit Invoice screen.
Click the “Edit” button in the bottom-right corner of the screen to switch to editing mode.
Click “Add Payment”.
The Add Payment window will now open. Select a payment type and amount, then click “Add Payment” to submit your payment.

The Add Payment Window

The Add Payment window is used when paying Invoices. It allows you to select a payment method and amount to be paid, as well as additional options such as whether to include a credit card processing fee. This window pops up automatically whenever a cash Invoice is created.

Invoice Information
A summary of the Invoice can be found in the left information panel, including the Invoice number, Customer name and credit statues, and balance due.
Card Fee Checkbox
Click to charge a credit card processing fee for this payment. See “Credit Card Fees” for more information.
Payment Method
Select a payment method from the provided options. Payment methods unique to the Customer such as saved credit cards or bank transfers can be found under “Saved Payment Method”, while methods such as cash and check can be found under “Other Payment Method”.
Date
The date of the payment. This field is read-only.
Amount
The amount of the payment. This defaults to the amount owing on the Invoice, but can be changed manually. Note that on-account payments can be paid in installments, while cash Invoices must be paid in full at the time of creation. If the amount paid for a cash Invoice is less than the amount owing, the Add Payment window will reopen, prompting the user for additional payment.
Card Not Present Button
Click to process a point-of-sale credit card transaction in which the customer’s credit card is not physically present (such as when paying over the phone). See “Pay Invoice (Card Not Present)” fore more information.
Card Present Button
Click to process a point-of-sale credit card transaction in which the customer is able to present their card to a payment terminal. See “Terminal List (Card Present)” for more information.
Return to Invoice
Click to close the Add Payment window without submitting payment.
Add Payment Button
Click to process your payment.

Pay Invoice (Card Not Present)

Select “Card Not Present” from the Add Payment window to open the Pay Invoice window. This window allows you to process a point-of-sale credit card transaction in which the customer’s credit card is not physically present (such as when paying over the phone).

Amount to be Paid
The amount to be paid. This is inherited from the “Amount” field in the Add Payment window.
Card Fee Checkbox
Click to charge a credit card processing fee for this payment. See “Credit Card Fees” for more information.
Credit Card / Bank Account
Select whether the customer is paying by credit card or direct bank payment.
Credit Card / Bank Account Information
Enter the customer’s payment information here. The information required will change depending on whether the customer is paying by credit card or direct bank payment (3).
Save Payment Method For Future Invoices
Check to add this payment method to the Customer’s list of saved payment methods, so it can be selected from the Add Payment window in future transactions.
Opt-in to Auto Pay
Check to opt the Customer in to Auto Pay. When Auto Pay is active, new Invoices will be automatically paid with your preferred payment method.
Previous Button
Click to return to the Add Payment window.
Pay Invoice Button
Click to submit your payment.

Terminal List (Card Present)

Select “Card Not Present” from the Add Payment window to open the Pay Invoice window. This window allows you to select a terminal with which to process a credit card payment.

Terminals
Select the terminal with which the payment will be processed. The list of terminals is managed in Financials (Classic), at System Maintenance → Configure System Settings → System → Company Parameters → Software Integration → Texada Pay → Card Readers.
Save The Terminal
Check this box to make this terminal the default selection for the remainder of this session.