Payments can be recorded from the “Payments” screen accessible from the AR tab of the main menu.
To record payments first type in the name of the customer the payment is from in the “contact” field. After typing two or more letters, the system will begin looking for matching customer names. Click on their name when you see it in the list, and unpaid transactions for that customer will become visible in the window on the right.
Alternatively, you can navigate to this page by going through the Customers screen to find the customer you want to enter payments for. Once you’ve opened a customer’s account, you can access their AR page using the navigation at the top of the screen. The payments interface found here will automatically display unpaid transactions for that customer only.
When submitting a payment you will be required to specify a payment amount and transaction date (which by default will be set to the current date). You can also provide a check number if applicable, and select the appropriate payment type.
Also note that Arborgold is transaction oriented, which means any payment submitted must be associated with a specific transaction that has a remaining balance. Payments can be entered against Invoices or Finance Charges (late fees). The amount of the payment can be any amount up to the full amount due but may never be more than the full amount due.
Individual payments may also be submitted against multiple transactions, however this requires that all transactions must be paid in full when such a payment is submitted.
FAQ: A customer sent in an overpayment. How can I record this?
A payment may not be entered for an amount greater than the remaining balance of the transaction(s) it’s applied to. However, if a customer sends in an overpayment and wants to use the remainder to pay towards upcoming work, our team recommends entering the remaining balance as a pre-payment towards any future job for that customer. This way the funds are immediately applied to any invoices that are later generated from that job. Read more about pre-payments in this dedicated article.
FAQ: I issued a refund to a customer. How can I remove the balance of their invoice without submitting a payment against it?
The balance on any invoice can be credited off partially or entirely by selecting the invoice in the customer’s transaction list and choosing “Quick Credit” on the right hand side of the screen. Enter an amount to credit off and, optionally, a reason for the credit. “Quick Credit” can be used any time you need to reduce the balance of an invoice without collecting money from the customer.
Alternatively, you can show a refund on an invoice by using the “coupon” service method described in this article about job management tips & tricks. Delete the original invoice and add another service to the job called “Refund,” (you can enter its price as the combined total for the refunded services, as a negative number) then invoice that service in tandem with the services you originally billed—the result will be an invoice with a balance of $0.00 and a line item that clearly states a refund.