How to Back Date Customer Order Deposits / Payments / Invoices

This article / video will show Dealerships how to back date Customer Order Deposits / Payments / Invoices and what the restrictions are 

Please take the time to read about the restrictions of when you cannot backdate in Blackpurl - it is the latest section in this article

Prerequisite:

To backdate a Customer Order Deposit / Payment / Invoice the user must have the relevant permission:

For assistance on how to edit the User Permissions, please review our article - What are User Permissions / How to Setup User Permissions 

Video - Backdating

 

Article - Backdating 

How and where to Back Date 

A. Customer Order Deposit 

The user can backdate the payment date when processing a Deposit:

• The user would process the Deposit in the normal manner by clicking on  

• Selecting the Payment Method > typing in the amount
  
  
• However, on the Deposit screen, there is a section

• If the user wishes to backdate the Deposit, they would click on for the calendar to pop up for the selection of the new date - don't forget to or the new date will not stick

Please note that you will not be able to select a future date 

• Once the new date has been selected and confirmed, the date will populate as the Payment date

• Finalise the Deposit by clicking on 

B. Customer Order Checkout Payments

The user can backdate the Payment Date when processing a Checkout payment:

• The user would process the Customer Order Payments in the normal manner > click

• Select what items they are checking out > select the Payment Method > type in the amount

• However, on the Checkout screen, there is a new section

• If the user wishes to backdate the Payment, they would click on for the calendar to pop up for the selection of the new date - don't forget to or the new date will not stick
  

Please note that you will not be able to select a date in the future 

• Once the new date has been selected, the date will populate as the Payment date: 

• The user will still need to confirm Payment by clicking on

C. Customer Order Invoice 

The user can backdate the Customer Order Invoice when processing a Checkout:

• The user would process the Customer Order Invoice in the normal manner > click

• Selecting what items are being checked out > selecting the Payment Method > typing in the amount
• Then click on

• There is now a new section

• If the user wishes to backdate the Customer Order Invoice, they would click on for the calendar to pop up for the selection of the new date - don't forget to or the new date will not stick
  
  Please note that you will not be able to select a date in the future

• Once the new date has been selected, the date will populate as the Invoice date:

• The user will still need to click on   to finalize the Customer Order Invoice

Additional Information

Accounting Integration

• If your dealership has Accounting Integration all transactions will now go across to your accounting package with the Payment Date / Invoice Date

Customer Payment Report

• When running the Customer Payments search and payments have been backdated on Customer Order/s, the report will list the backdated date as the Payment Date and NOT the date you processed the payment

Restrictions

Cash Reconciliation

• If a payment has been backdated, it will show up on the Cash Reconciliation on the backdated date.

• However, if you try and backdate a payment to a date that has already been reconciled in the Cash Reconciliation, the system will NOT allow you to select that date

Backdating Payments / Invoices 

• Select a date in the future
  For example - you want to set the payment or invoice date to be 2 weeks in the future, it will not allow you to

• Backdate an Invoice to a date that is prior to the payment date in checkout
  For example - the payment date is set to today's date but the user wishes to date the invoice to yesterday's date

• Backdate a Payment or Invoice date to a date that is prior to when special order items were received
  For example - if the special ordered items were received today but you wish to backdate a payment or the invoice date to a date last week, it will not allow you to

• Backdate a Payment or Invoice date to a date that is prior to when units were received into inventory
  For example - if you received the unit into stock yesterday but you wish to backdate a payment or invoice to date last week, it will not allow you to

• Backdate a Payment or Invoice date to a date that is prior to when the dealer options were fulfilled
  For example - if you fulfilled the dealer options, today but you wish to backdate the payment or invoice date to a date last week, it will not allow you to 

• Backdate a Payment or Invoice date to a date that is prior to when a Trade In Unit is stocked
  For example - if you stocked a Trade In Unit on a Unit Deal, today but wish to backdate a payment or invoice to a date last week, it will not allow you to