Payments

In this topic:

Transfer Payments
Create a Deposit
Set Transferred Flag
Remove Transferred Flag
The Payments Tab - Fields and Descriptions

Payments you have posted from customers, insurance companies, and other sources are transferred to accounting from the Accounting > Transfer > Payments tab.

Transfer (Post) Payments

There are certain types of payments posted in RepairCenter that will not be transferred to accounting, but will require action on your part within accounting to clear Accounts Receivable (refunds, write-offs, etc.). See "To Set Transferred Flag "below.

This process should be followed for single shops that do all of the accounting activities, such as making deposits, in the accounting system.

Important: Payments do not transfer to ADP or Reynolds & Reynolds DMS.

To transfer payments

Create a Deposit

Several multi-shop organizations (MSO) have the shop create the deposit and take it to the bank. They are then required to e-mail or fax the deposit to the home office for posting to accounting. The following process will create a deposit, but not transfer it to accounting.

To create a deposit

Click the Accounting menu , and then select the Payments tab.
For each payment, click the check box in the Date column. The total for these lines will appear in the lower part of the window, in the Checked invoices - Total Cost section.
Highlight the desired payment or payments.
If the payments are sequential, drag your mouse through them to highlight all of them.
If the payments are not sequential, hold down the CTRL key and click each line.
If appropriate, add your shop's Payment Doc # in the space provided. If you are including a balance due on your deposit slip, select the Include Balance Due on Deposit Slip check box. (If you do not have a payment doc number, we suggest using the date of the deposit. Since credit cards are sometimes posted to the bank in separate deposits, your MSO may require you to process these deposits separately. We suggest adding a letter behind the date if needed. VM - Visa and MasterCard, A - American Express, and D – Discover.)
Click Print Deposit Slip.
Print, E-mail, or Fax, as needed.

Set Transferred Flag

You will need to clear any payments you do not wish to transfer to accounting from the Payments tab by using the Set Transferred Flag option. Prior to using this option, we recommend that you make the appropriate entry in your accounting system to clear the Accounts Receivable (prepare manual invoices, credit memos, or prepare refund checks). As always, seek the advice of your CPA or tax advisor on the preferred process.

To set a transfer flag

Remove Transferred Flag

Occasionally, you may need to change the transferred status. You may inadvertently set a payment as transferred and need to remove the transferred status. Or, you may need to correct a payment previously posted and then repost the payment to accounting. (Be sure that prior to reposting a payment, you remove it from your accounting system.) You can use the Remove Transferred Flag to reset the status.

To remove a transferred flag

Right-click options

Place the cursor anywhere on the Payment list and right-click to make available the following options.

Right-click Options

Right-Click Options
Change Paid by	Allows you to change who made the payment: C = Customer, and I = Insurance.
Set Transferred Flag	When a payment is posted but will not be transferred to accounting, select this option to clear it from the list.
Remove Transferred Flag	If a sale is inadvertently "Set as Transferred," select this option to remove the flag and return the payment to the list.
Print Listing	Print a copy of the displayed payment list, as filtered by your selected criteria.

Save
Payment to IIF	Saves the file in an IIF format if needed for other applications.
Save to CSV	Saves the file in a CSV format if needed for other applications.
Checked to HTML	Saves all of the checked jobs as a deposit to an HTML format. (HTML cannot be edited.)

Reference

The Payments Tab

Note: For abbreviated column headings, roll your cursor over the heading to see the full name or description.

Field Name	Editable	Description
Columns
Date	N	Date the payment was posted to the repair order.
RO	N	The repair order number.
Last, First Name	N	The customer's first and last names.
Type	N	The type of payment received.
Payment	N	The amount of the payment posted to the repair order.
Balance	N	The balance due remaining on the repair order..
Received By	N	The logged-in user when the payment was posted to the repair order..
Credit Card #	N	If entered, this is the credit card number information. (Recommended: Never enter the full card number).
PO/Check #	N	The reference number for payment types other than credit card.
Tra...	N	A Y or an N indicates if the payment was transferred to accounting.
Paid	N	Who made the payment: C = Customer, I = Insurance.
Dum...	N	A Y or an N indicates whether or not the balance due is marked as "Dumped." (Not used with any accounting interface.)
Closed	N	A Y or an N indicates whether or not the repair order is closed.
Acct	N	The Cash Account if multiple cash accounts are activated for BusinessWorks customers.
Deposited	N	The date the payment was deposited or transferred to accounting.
Check Boxes, Buttons, and Filters
Show Only Closed Jobs		Selecting this check box limits the list to only closed jobs that have postings that are not locked.
Show Dumped Payments		Select to print the displayed list as filtered.
Show All Jobs		Select this check box to see a complete list of all repair orders. (Recommended.)
Invoice Date Between		Select a date range for filtering the list.
Field Selection		Filter the list by All, Status, Closed, Last Name, Make, Completed, Delivered, Estimator, or Insurance Company.
having		Further define the Field Selection as having specific criteria. For example, if you selected "Insurance Company" in the Field Selection, you would select from the "having" drop-down list which would show a list of insurance companies.
Apply Filter		Click to apply the filtering criteria selected.
Print Payment List		Print the list of payments as displayed, filtered by your selected criteria.
Search		Search for a payment by RO number, Last Name, or Claim Number.
Change Paid By		Allows you to change who made the payment: C = Customer, I = Insurance.
Post Date		If this option is not selected, payments will post to accounting as the date received. Recommendation: do not enable the "Use Post Date" as described below.
Use Post Date		If this option is selected, payments will post to accounting with the date in the Post Date field.
Payment Doc #		A unique deposit number can be entered. If you do not use a deposit number, we recommend the date of the deposit be used for tracking purposes.
Include Balance Due on Deposit Slip		Select this option if you would like the repair order balance due to print on the deposit slip.
Transfer		Click to post the highlighted payments to accounting.
Total Cost		This amount is the sum of all lines that have the check box selected in the Date column.
Print Deposit Slip		When the Total Cost is calculated to match your deposit, click here to print a copy of the deposit slip. It can then be faxed, e-mailed, etc., as needed.