This article will explain how to receive a Payment of Account in Blackpurl for invoices that are showing as outstanding in your accounting package


Invoices can be outstanding in your accounting package when the Dealership has used the Payment Method - Charge on Account in Blackpurl and/or an Invoice manually created in your accounting package 


This feature is for Dealerships that have accounting integration and run debtor customer accounts


It will allow the Dealership to receipt payment of accounts within Blackpurl and will be beneficial for Dealerships because:

  • Some of your Customers may require to pay their debtor accounts over the counter by cash or card;
  • Your staff will no longer require access to the accounting package in order to receipt payment of debtor accounts; and
  • It will also mean that the Dealership can balance out the End of Day Customer Payments and Cash Reconciliation for all funds going through the Cash Drawers



Prerequisite:

  • The accounting integration must be setup / enabled / active
  • The outstanding invoices and / or credit notes must already be listing under the relevant Customer in your accounting package and have been generated by Blackpurl
For example the Customer purchased parts processed through Blackpurl and in Checkout on the relevant Customer Order, the Payment Type: User-added image was used

This would have generated an outstanding invoice onto the Customer's Accounts Receivable / Debtor account in the accounting package.
  • For users to be able to process Payment of Account, they must have the relevant user permission in Blackpurl:


User-added image



How to Receipt a Payment of Account through Blackpurl


Scenario:


The Customer: Harry Smith has come into the Service Department and wishes to pay $150.00 in cash towards his outstanding debtor account

  1. In Blackpurl - navigate to Harry Smith's Customer Record
  2. On the Customer Record scroll down to the - E   A/R Activity section
User-added image


  1. In the A/R Activity section > click on User-added image
Blackpurl will now retrieve details of any Accounts Receivable outstanding invoices and/or credit notes from the accounting package for this Customer and list accordingly


User-added image

  1. Our Customer: Harry Smith wishes to pay $150 towards the outstanding amount
  • The user will select which Invoices (or credit notes) Harry wishes to pay by checking the relevant check boxes next to the relevant outstanding invoices
  • If the Customer is only part paying the invoice, the user will need to type in the amount that the Customer is paying in the Amount Paid column

User-added image
  1. Once the Total equals how much the Customer is paying, click on User-added image for the Choose a payment method window to pop up:
  • Select the relevant payment method - Harry is paying by cash > then click on User-added image
User-added image

Please note that the option of Payment Method: Direct Deposit will not be available


As the debt is already in your accounting package and you have received the Direct Deposit in your bank feed or showing on your bank statementetc, then just process the payment in your accounting package but allocating the payment straight off the unpaid invoice


TIP:    The user can change the Payment date (if required) but there are restrictions - users cannot 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
  • The user will be asked to confirm the payment on the Please confirm payment details window that pops up
  • Read the details and if correct, confirm by clicking on User-added image
PLEASE NOTE - ONCE CONFIRMED THE TRANSACTION CANNOT BE REVERSED. 
User-added image
  1. Once the transaction has been accepted by Blackpurl, the system will automatically generate a Payment Receipt on a separate window
The Payment Receipt will show which Invoices were paid as well as list any unpaid invoices and / or unapplied credits

The user can either print the Payment Receipt or just close the window without printing.  Please remember that this will be the only option or time you can print the Payment Receipt as you cannot go back at a later date and print or reprint again

An example of a Payment Receipt window:


User-added image
** Note that the receipt is not yet setup to print from a Receipt Printer

  1. Once the Payment Receipt window is closed, it will return the user to the Customer Record screen



Other Information:

  

Reporting

  • The payment that was just received will now list under the Customer Payments for the relevant Cash Drawer and under the Order Number column it will just indicate Paid on account

User-added image


Cash Reconciliation:

  • The Paid on account payments will list under the relevant Cash Drawer
  •  When listing the transactions, it will not indicate an Order number but Paid on Account

User-added image


 

Account Integration:

  • The payment will integrate to the accounting package and the payment details will list under the relevant Customer and against the relevant Invoices


  • The integration journal will be similar to

Debit - Undeposited funds (which General Ledger will depend on the payment method used by the Customer to pay the invoices)

Credit - against Accounts Receivable - the relevant customer and invoice/s that have been paid