Customer Payments Module

Overview

BOS Enterprise includes a Customer Payments' module that lets you capture part or full payments directly from Customer Invoices, Customer Age Analysis, or from a Menu option. This module is ideal for point-of-sale systems.

Settings

General Settings

Note

The defaults are the values for new databases, new users and new Transaction Types. Your database may have different values.

Setting	Description	Default
Payments > Transaction Type - Customer Payments (Link to Receipts)	Select the Transaction Type used for customer receipts (e.g. Customer Receipts) from the dropdown list in the Value column.	Not set

Transaction Settings

Add the following setting to Customer Invoices and check the checkbox in the Value column:

Setting	Description	Default
Payments > Enable Customer Payments (Link to Invoices)	Checkbox. Check it on Customer Invoices to link customer payments to the invoices.	Unchecked

Add the following setting to Customer Receipts (as selected under General Settings):

Setting	Description	Default
Payments > Payments - Item ID - Cash (Link to Receipts)	Enter the Item ID in the Value column (e.g. 2862). See Setup Steps below.	0
Payments > Payments - Item ID - Change (Link to Receipts)	Enter the Item ID in the Value column (e.g. 2863). See Setup Steps below.	0

Setup Steps

Info

Customer Payment options are created as Items. Because an item needs a Category, the first step is to create a new Category. Thereafter, the payment option items can be created.

If you receive cash, create two items, one for cash and one for change. Fill in their IDs in the Transaction Settings (see above).
See Customer Payments Setup Tutorial for detailed instructions.

Add a Category (Main Menu > Items > Items > Menu (button) > Edit Categories). For example:
1. Category Name = Payments.
2. Category ID = 77 (Your ID number will be different, make a note of it. If the field is hidden, use the Field Chooser (*) and select ID to display it.)
3. Right-click the category and select Set default Tabs, then tick Accounting.
Add Items for all the different ways customers pay (e.g. Card, PayPal, Cash, EFT). For example:
1. Category = Payments
2. Description = Payment method (e.g. Cash, EFT).
3. Type = Other
4. Add Accounting = Select the applicable bank account.
If customers pay in cash, also create an item for Change:
1. Category = Payments
2. Description = Change
3. Type = Other
4. Add Accounting = Select Cash.
Link the Category to the Customer Receipts transaction (Main Menu > Setup > Transactions > Transaction Types (tab)).
1. Edit Customer Receipts.
  1. In the Items & Inventory section, scroll down to Category filter – (e.g. [not] in (2,3.4) and enter 77 (replace 77 with the ID of your Category from Step 1.2).
  2. Uncheck Accounting for the Pending Status (Main Menu > Setup > Transactions > Status (tab)).
Add Customer Receipts as a Menu option (optional).
1. Edit the Menu Group you want to add Customer Receipts to (e.g. Accounting).
2. Click Add Menu Items (button):
  1. Click the Fixed radio button.
  2. Find and click Customer Payments then click Add (button).

Customer Receipts Interface from a Transaction

An error message appears if you click the Pay button and the transaction has a zero outstanding balance.

When the Payments module is opened from an invoice, only the current invoice appears under Outstanding Invoices. Checking the box next to Show All displays all the outstanding invoices for the customer.

Top Row Buttons Explained

Button	Description
Output	Available upon request.
New	Creates a new Customer Receipt.
Save	Saves any changes.
Done	Completes the receipt.
Cancel	Warns that the receipt will be deleted and closes the popup.

Status Bar Explained

Set CR Status: Select a Status for the Customer Receipt, and a field to enter a Status Note.
Set CI Status: Set the Status of the Customer Invoice or leave it unchanged.

Header Fields Explained

Field	Description
No.	The system-generated number for the receipt.
Date	The date of the receipt (defaults to today).
Customer	The name of the Customer.
Contact	The customer's Contact Person.
Reference	Displays the Reference and Note that is on the Customer Invoice from which the Pay (button) was accessed.

Below-Header Buttons Explained

Button	Description
Pay	Provides a dropdown list of these Payment options: Outstanding: Selects every amount that is due. 30 days +: Selects amounts that are 30 days or more outstanding. 60 days +: Selects amounts that are 60 days or more outstanding. 90 days +: Selects amounts that are 90 days or more outstanding. 120 days +: Selects amounts that are 120 days or more outstanding. Fixed Amount: Enter a fixed payment amount. Allocation: Calculates a payment based on all the selected invoices.
Dropdown that defaults to Cash	Provides a dropdown list of payment methods for you to select one.
Amount ◻️ %	Displays the amount to be paid. This amount can be changed. If the % block is checked, you can type a percentage in the amount field to calculate how much the customer must pay (e.g. enter 50 to calculate how much deposit the customer must pay if a 50% deposit is required).
Add	Adds an additional payment for the same invoices (e.g. where a customer is paying part of the invoice in cash, and part of the invoice by card).
Clear (next to Add)	Clears all the amounts and selections.
Select	Select the invoices to pay. Only available if Allocation is selected under Pay (button).
Clear (next to Select)	Clears the selection. Only available if Allocation is selected under Pay (button).

Columns Explained

Info

Fields marked in blue (✎) can be edited.

Field	Description
Field Chooser (*)	Add or remove columns.
TransID	The system-generated number allocated to the invoice.
No.	The original document's number (e.g. Customer Invoice number).
Date	The original document's date (e.g. Customer Invoice date).
Total	The total amount of the original document (e.g. Customer Invoice).
Outstanding	The balance still outstanding on the original document.
Pay	The amount that the customer is paying.
Select	A checkbox. Used to select (checked) or deselect transactions (unchecked).

Field	Description
From	The Code and Number of the document that Customer Payment was accessed from.
Show All	Checkbox. If checked, displays all the outstanding invoices. If unchecked, only displays the current invoice. See screenshots below.
Currency	The Currency of the payment.
Rate	The current Exchange Rate.

Customer Payments Module

Overview#

Settings#

General Settings#

Transaction Settings#

Setup Steps#

Customer Receipts Interface from a Transaction#

Top Row Buttons Explained#

Status Bar Explained#

Header Fields Explained#

Below-Header Buttons Explained#

Columns Explained#

Footer Explained#