Process Payments

Use the Payments tab from an open repair order to record and post all payments to the repair order. You can also view who is responsible for the repair order charges, as well as current and initial estimate amounts.

If you also have the Accounting Module licensed, the payments processed in this tab can be transferred to your Accounting system, with the exception of ADP and Reynolds & Reynolds DMS interfaces.

Note: You must be licensed for the Payment Module to have access to the Payments tab. The Payment Module can be purchased in a QuickStart package and it is included in the Essentials, Professional, and Premiere packages.

The Payments tab is made up of four sub-tabs:

  • Log Payments
  • Responsibility
  • Current Estimate Totals
  • Initial Estimate Totals

The following How to sections cover the procedures associated with the Log Payments sub-tab and focus on processing payments. See the Reference section below for general information about the other three sub-tabs listed above.

How to

  1. On the Whiteboard, double-click the repair order to open it. Select the Payments tab, then the Log Payments sub-tab.
  2. Indicate who the payment is from by clicking the radio button for either Insurance Company or Customer.
  3. Confirm or enter the date of the payment by using the calendar in the Date field.
  4. Confirm or enter the name of the person who receives the payment in the Received By box.
  5. Confirm or enter the Type of payment by choosing from the list. Types (Cash, Check, Debit Card, etc.) are defined in the Accounting - General tab.
  6. Depending on which payment type is selected, associated fields appear. Enter the required information as follows:
  • Cash: Ref Num
  • Check: # or EFT Date
  • Debit Card: Card Number, Type, and Expiration date
  • Credit Card: Card Number, Type, and Expiration date
  • Purchase Order: # or EFT Date
  • Trade: # or EFT Date
  1. Enter notes in the Note box, as needed.
  2. If you make a mistake, you can start over by clicking the Clear Fields button at the top of the window.
  3. Enter the Amount, then click the Post button. The payment appears in the list in the main portion of the tab.
  4. Enter the Delivery Date using the calendar. Click the Update button to save the delivery date within the repair order.
  5. There are two other options available on this tab (listed below). Both of these options are for informational purposes in RepairCenter; data from these two check boxes are not sent to the accounting system.
  • Send this to Dump Account - Select this check box if the amount is to be written off.
    Note: Do not use this feature if you have an accounting interface. This feature should only be used by customers who have no accounting package.
  • Flag this Job for Uncollected Funds - Select this check box if the uncollected funds will be pursued. If selected, a U will appear on the Accounting > Sales tab in the Invoice Status column.
  1. On the Whiteboard, click Search.
  2. Locate the repair order to post the payment. You have several search options available to find the correct repair order:
  • Repair Order Number
  • Last Name
  • Claim Number
  • Vehicle Identification Number (VIN)
  • Vehicle License Number
  • Opportunity Number
  1. When the correct repair order is found, highlight it and click Get It.
  2. The closed repair order appears on the Whiteboard.
  3. Double-click the repair order to open it. Click the Payments tab, then click the Log Payments sub-tab.
  4. Follow the instructions above for recording payments.
  1. On the Whiteboard, double-click the repair order to open it. Select the Payments tab, then the Log Payments sub-tab.
  2. Changes can only be made to payments that have not yet been transferred to accounting. If a payment has been transferred to accounting, a Y displays in the T (Transferred) column of the payment list. If this is the case, see your accounting manager to make changes.
  3. From the list of payments in the main portion of the tab, select the payment to be changed. This creates a red Edit Mode box around the Update button at the top of the tab.
  4. Make any necessary changes to the payment, then click the Update button.
  1. On the Whiteboard, double-click the repair order to open it. Select the Payments tab, then the Log Payments sub-tab.
  2. You can choose to sort the payments by either Date, Type, Received By, or Credit Card Type, by selecting from the Sort by list at the top right of the window.
  3. Do one of the following:
  • Print an individual payment by selecting the payment from the payments list and then clicking the Print Preview button at the top right.
  • Select the Print All Payments check box to print all payments associated with the repair order, then click the Print Preview button.
  1. When you click the Print Preview button, a preview of the payment report appears on your screen. Click in the upper left corner of the preview window to send the report to the printer.

Reference

Payments are entered in the Payments > Log Payments tab. Payment types are set up in the Accounting - General tab.

From the Payments tab, customer receipts can be printed and payment history can be printed on the final invoice. Payments remain part of your permanent record, even after archiving the job. If you use QuickBooks, payments received from all jobs can be transferred to QuickBooks in one step. If you use BusinessWorks, you must post advanced payments (payments before the repair order is closed and transferred to accounting) separately from regular payments. Otherwise, you can post all payments to closed repair orders at the same time.

The Log Payments tab under the Payments tab allows you to record payments on open or closed repair orders, change existing payments, and print all payments in a report. See the How to sections above for instructions on accomplishing these tasks.

Item Description
Fields

Who's Paying this Payment?

Indicate who is making the payment by selecting either Insurance Company or Customer.

Date

Date the payment is made (use calendar).

Received by

Employee receiving the payment.

Type

Type of payment. Depending upon which type is selected, associated fields appear:

Cash: Ref Num.

Check: # or EFT Date.

Debit Card: Card Number, Type, and Expiration date.

Credit Card: Card Number, Type, and Expiration date.

Purchase Order: # or EFT Date.

Trade: # or EFT Date.

Ref Num

Displays when a payment type of Cash is selected. Enter a reference number, if appropriate.

# or EFT Date

Displays when a non-cash or credit (Check, etc.) payment type is selected. Enter a number or EFT date, if appropriate.

Card Number

Displays when a credit payment type (Credit Card or Debit Card) is selected. Enter only the last 4 digits of the card.

Type

Displays when a credit payment type (Credit Card or Debit Card) is selected. Select the card type; this will display in the payment list.

Expiration

Displays when a credit payment type (Credit Card or Debit Card) is selected. Select the card expiration date.

Total Due

Read-only. Total due on the RO.

Amount

Enter the amount of the payment being made. If a refund, enter a "-" (minus sign) before the amount.

Balance Due

Read-only. Balance still due on the RO after deducting the payment being made.

Grand Total

Read-only. Grand total due on the RO.

Deductible

Read-only. Auto-populated from the RO insurance information.

Send this to Dump Account

If there is a balance due that will be written off, select this check box. It is zeroed-out in Accounts Receivable. This is informational only; the data should not be posted to accounting. In the payment list in the bottom half of this tab, the amount will show with a check mark in the Dump (D) column. In the Accounting > Sales tab, a "D" will appear in the Invoice Status column.
Note: Do not use this feature if you have an accounting interface. This feature should only be used by customers who have no accounting package.

Flag this Job for Uncollected Funds

 If there is a balance due that will be pursued, select this check box. A U will appear on the Accounting > Sales tab in the Invoice Status column.

Note

Enter any notes regarding the payment.

Delivery Date

Select this box only if the car was delivered that day. If the delivery date is a date other than that day, enter the Delivered Date from the Job Dates tab.

Org Ins Check Amount

Information-only. Used to document that an insurance check has been received and is being held until the job is finished.

Org Ins Check Location

Information-only. If an insurance check has been received, enter the location where the check is being held.
Buttons and Filters

Clear Fields

Click this button to clear all information and begin a new payment.

Post

Click this button to save the new payment information to the job.

Print Preview

Displays a Payments report on the screen, which shows the highlighted payment line(s). You can then send this report to your printer.

Print All Payments

Select this check box to show all payment lines on the Payments report.

Sort by

Available if Print All Payments is selected. Use to select the sort criteria for the payments shown on the report (Date, Type, Received By, or Credit Card Type).
Payment List

General Fields

As each payment is posted, a line displaying the details appears in the list below the payment boxes. The column headings are self-explanatory, except for the following three columns.

D

If a payment was created and Send to Dump Account was selected, a check mark appears in this column. No funds were collected from the customer and no payment will be posted to accounting. The shop has decided to write off the amount. (See Send this to Dump Account above.)

W

This column indicates who the amount was applied to: an I indicates the payment was for the insurance amount due; a C indicates the payment was for the customer amount due.

T

This column indicates if the payment has been transferred to accounting. If a payment has been transferred to accounting, no edits will be allowed. A Y indicates the payment was transferred. An N indicates the payment has not been transferred to accounting. (See your accounting manager, as needed.)

In the Responsibility tab under the Payments tab, there is a Financial section at the top of the tab. This area shows the agreed-upon amounts to be paid by the insurance company and by the customer (betterments, deductible amounts, manually-created customer pay lines). Two columns in the Financial section display Insurance Agreed Amount details and Customer Agreed Amount details.

In the Warranty section of the Responsibility tab (below the Financial section) you can set the type of warranty that is available for the job. Two lists in the Warranty section allow you to set Shop Warranty and Insurance Warranty data. This information is read-only and will not print on any report.

If you have been configured for a Canadian shop, you will also have the option to edit the Tax and/or the GST/HST tax amounts from the Responsibility tab. This allows you to transfer all or part of the taxes from the insurance company to the customer. The total tax will never change.

  • The tax amount entered for the customer cannot be greater than the total tax calculated on the job.
  • The tax amount entered for the customer must be equal to or greater than zero (no negative amounts).
  • Changing the customer tax amount has the opposite effect on the insurance tax amount. For example, if you increase the customer tax amount, the insurance tax amount decreases.

The Current Estimate Totals tab under the Payments tab displays the totals as they presently exist in the repair order. This reflects all changes, supplements, and other changes to the repair order since it was imported or created.

Select Profit Center Sub-Totals at the top, then highlight a line to see the subtotals in the boxes below the list (Insurance, Customer, Total). To see a combined subtotal for more than one line, either drag your cursor through sequential lines, or hold down the Ctrl key and click on the individual lines to be subtotaled.

Select Payment Responsibility to see the Insurance Agreed Amount and the Customer Agreed Amount.

The Initial Estimate Totals tab under the Payments tab shows the totals as they came over from the estimating system.

With Profit Center Sub-Totals selected, highlight a line to see the subtotals in the boxes below the list. To see a combined subtotal for more than one line, either drag your cursor through sequential lines, or hold down the Ctrl key and click on the individual lines to be subtotaled.

Select Payment Responsibility to see the Insurance Agreed Amount and the Customer Agreed Amount from the initial estimate.

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