Blackpurl 2 - How to Receive a Customer Payment through Bank Account for Future Purchases (Prepayments)

This article is for those Dealerships that have Accounting Integration and the Customer has paid into the Dealership's bank account funds for a future purchase

This will explain how to get receive the funds and have it show in Blackpurl under the Customer Record 

How to Receive a Customer Payment through Bank Account for Future Purchases (Prepayments)

Scenario:

A Customer pays directly into the Dealership's bank account for a future purchase and the payment needs to be also recorded in Blackpurl by either:

• Showing it on a Customer Order (not a specific Customer Order ie Service Job / Unit Deal / Parts and Accessories). See Option 1 below

or

• Shown on the Customer Record in Blackpurl as a Store Credit.  See Option 2 below 

Option 1

You are going to create a new Customer Order and leave the deposit sitting on that Customer Order (without indicating if it is a Parts & Accessories / Service Job / Unit Deal) and then receipt the funds into your accounting package 

In Blackpurl:

• Create a new Customer Order for the relevant customer and just take a Deposit but please remember what Payment Type you are going to use 

•  This is the link to the article on how to take a Deposit - How to Receipt a Customer Order Deposit

• Then leave this Customer Order open and use it when the Customer does end up purchasing something and then just add the relevant section ie Service Job / Parts and Accessories / Unit Deal

• Before you do the next step in your Accounting Package - record what is the General Ledger that is attached to the Payment Type you used above.  You do this by going into System Settings > Accounting Integration - Undeposited Funds and the go find the Payment Type you used  and record what the General Ledger is

As an example - in this Blackpurl, I used the payment type: Direct Deposit in Blackpurl and as per the mapping on my Blackpurl, it is mapped to 1010 - BP Customer Deposit GL as per the Undeposited Funds setting in Accounting Integration.

In your Accounting Package:

• When the funds are deposited into the Bank Account, allocate the funds directly to the General Ledger as per the mapping General Ledger of your Payment Type as above

Option 2 

You are going to record the payment as a Store Credit in Blackpurl and then receipt the funds into your accounting package 

In Blackpurl:

• Process a Store Credit onto the relevant Customer Record

This is a link to an article on how to process a Store Credit - How to process a Store Credit on a Customer Record / How to Report on Store Credits

• Before you do the next step in your Accounting Package - record what is the General Ledger that is attached to the Store Credit Expense.  You do this by going into System Settings > Accounting Integration - Control Settings - Store Credit Expense

As an example - in this Blackpurl, Store Credit Expense is mapped to 5520 BP Store Credit Expense General Ledger 

In your Accounting Package:

• When the funds are deposited into the Bank Account, allocate the funds directly to the General Ledger as per the mapping General Ledger of Store Credit Expense as above