Recording Payments against a Job

Payments can be recorded against a Job in GeoOp either via the website, or on a Job via a mobile device. This payment record will then show on your Charges and factor into invoicing appropriately.

Recording a payment on GeoOp Desktop

To add Payments against a Job, navigate to the Job you wish to add a payment to, then click the Add to Job > Add Payment button. Within this modal you will be able to elect the details of the payment, such as Payment type, amount and description.

Note: By Default GeoOp will prefill the payment amount to the amount owing on the job, but you can adjust this manually.

This payment will then show up on your Charges list with the credit card icon. You'll also notice that any payments made against a job will be deducted from the Totals at the bottom of your Charges table.

___________________________________________

Note for Integrated customers: If you want to add a Payment on GeoOp Desktop to a Job that's already invoiced, the invoice must be Approved before a Payment can be added to the invoice and sent to Xero.

Adding Payments to Jobs with a single Invoice on it can be sent from either screen
Adding Payments to Jobs with multiple invoices can only be done via the Invoicing screen

Note: It is recommended to send payments when possible via the Charges tab, as invoice runs containing Payments will make all invoices in the run send as 'approved'. Likewise, if there is a problem in the run due to one invoice (eg the Payment exceeds the outstanding balance), the run will fail.

If you have a single invoice on a Job, you can send Payments from the Charges tab of a particular Job:

Add any Payments to a Job via the Edit Job screen as detailed above
On the Charges screen, click Invoice. This will send the Payment & any Billable Charges to Xero, & will automatically send the invoice as 'approved'

If you have multiple invoices on a Job, you can only send Payments from the Invoicing screen:

Create all invoices required on the Job. Do not send the Payments with the invoice runs
Once the invoices have been created & have been approved, payments can now be sent against them
Isolate the payment you wish to send (only send one Payment at a time). There will be a drop-down field next to it. From this field, select which invoice you wish to assign the Payment to
Click Send to Xero or other accounting software

Recording a payment via a mobile device

Important Note: When an invoice is created for a Job with a Payment on it, the invoice will automatically be created in an Approved state. Therefore if a user wishes to send payments from a mobile device they must follow these steps:

Add all Charges required for invoicing to the Job
Add a Payment(s) to the Job
Invoice the Job

If your Staff require further control over sending payments to Xero, (eg choosing between multiple invoices on a Job which to add the payment against) they are will need to use the website console.

Important Notes

Payments can only be sent to Xero against invoices if they do not exceed the current outstanding balance. If they do, the payment send will fail. This is a Xero requirement, & cannot currently be avoided
If you have an Integration with a payment service like DPS or St George, you will also have the option of launching your DPS payment portal at this point. The payment will only add as a credit on the Charges list if the payment is successful.