Payments on 1place (incomplete)

Processing Payments

In 1place, you can process payments on Sales Orders and Invoices using a variety of payment methods. Whether the customer pays by Cash, ACH, Check, Credit Card, Credit Memo, Email Pay, or Wire Transfer, the payment process follows the same basic steps — select the correct transaction, choose the appropriate payment method and enter appropriate details, enter the amount received, and apply the payment.

Each payment method may have unique handling or processing requirements, which we’ll cover in the following sections.

Cash Payments

To record a cash payment on a Sales Order or Invoice:

1. Make sure you have the correct Sales Order or Invoice open.
2. Click the Payment Info tab, then click Receive/Edit Payments to open the Payments screen.
3. Confirm the physical cash amount received from the customer.
4. In the Payments screen, select Cash as the payment method.
5. Enter the amount received in the Amount Tendered field.
6. Click Apply Payment to process and record the cash payment.

Check Payments

To record a Check payment on a Sales Order or Invoice:

1. Make sure you have the correct Sales Order or Invoice open.
2. Click the Payment Info tab, then click Receive/Edit Payments to open the Payments screen.
3. In the Payments screen, select Check as the payment method.
4. Enter the payment amount in the Amount Tendered field.
5. Enter any relevant check details (e.g., Check Number, Authorization Number, or other notes) for internal tracking.
6. Click Apply Payment to process and record the check payment.

Always verify the check details and ensure the payment is authorized before processing.

Credit Card Payments

Processing Payments Using Credit Card (via EBizCharge)

To record a credit card payment on a Sales Order or Invoice:

• Make sure you have the correct Sales Order or Invoice open.
• Click the Payment Info tab, then click Receive/Edit Payments to open the Payments screen.
• In the Payments screen, select Credit Card as the payment method.
• Enter the payment amount in the Amount Tendered field.
• Select the credit card to be charged from the dropdown below the payment method. This list will show any existing cards on file.
• Confirm the card details with the customer and request the CVV to proceed with the payment. The CVV (Card Verification Value) is the 3-digit code on the back of a credit card (or 4-digit on the front for American Express).
  
  
  
  
• If the customer wants to use a new card, click Add New Card.
• The EBizCharge “Add a New Card” form will appear.
• Fill out the required cardholder information and click Save Card.
• Then click Return to Payment at the bottom-right corner of the form.
  
  
• Click Authorized Card and Apply Payment to process and record the credit card transaction.
  
  All credit card transactions are securely  processed through EBizCharge. Always confirm the customer's authorization before proceeding.
  

Applying Credit Memo on Payments

To apply a credit memo to a Sales Order or Invoice:

1. Make sure you have the correct Sales Order or Invoice open.
2. Click the Payment Info tab, then click Receive/Edit Payments to open the Payments screen.
3. t the top of the Payments screen, you’ll see the total available credit for the customer, highlighted in red — this amount can be applied toward the payment.
4. In the Payments screen, select Credit Memo as the payment method.
5. Enter the credit amount to apply in the Amount Tendered field.
6. Click Apply Payment to complete the process.
   
   Credit memos are typically issued for returns, adjustments, or overpayments and can be used to reduce the amount owed.

Email Pay Payments

To send a payment request via Email Pay for a Sales Order or Invoice:

1. Make sure you have the correct Sales Order or Invoice open.
2. Click the Payment Info tab, then click Receive/Edit Payments to open the Payments screen.
3. In the Payments screen, select Email Pay as the payment method.
4. Enter the amount to be paid in the Amount Tendered field.
5. Ask the customer for the email address where the payment link should be sent.
6. Click Pay via Email to send the payment request.
7. Advise the customer to check their email and click the "Click to Pay" button in the message. They will be directed to a secure payment page where they can enter their credit card information and complete the payment.
   
   Once the customer pays, the transaction will be recorded in 1place and reflected on the corresponding order or invoice.

Wire Transfer Payments

To record a Wire Transfer payment on a Sales Order or Invoice:

1. Make sure you have the correct Sales Order or Invoice open.
2. Click the Payment Info tab, then click Receive/Edit Payments to open the Payments screen.
3. In the Payments screen, select Wire as the payment method.
4. Enter the payment amount in the Amount Tendered field.
5. Enter any relevant wire transfer details (e.g., Bank Account Number, Routing Number, Reference Number, or internal notes) for tracking purposes.
6. Click Apply Payment to process and record the wire transfer.
   
   The information entered is for recording purposes only. Be sure to confirm wire details with the customer and verify that the funds were received.

Payment History and Actions

Viewing Payment History in 1place

You can easily view the payment history for any Sales Order or Invoice directly within 1place:

1. Open the relevant Sales Order or Invoice.
2. Click on the Payment Info tab.
3. At the bottom of the tab, you’ll find a table listing all recorded payments with the following columns:
• Action – Edit or delete a payment (if authorized).
• How Paid – Payment method used (e.g., Cash, ACH, Credit Card).
• Date Paid – The date the payment was recorded.
• Ck / Card Number / CM – Reference information, such as check number, last digits of the card, or credit memo ID.
• Amt Paid – Amount allocated/applied to the order or invoice.
• Amt Received – Total amount received from the customer.
• Authorization – Any authorization number related to the transaction.
• To Sync – Indicates if the payment is queued to sync with an external system (like QuickBooks).
• Last Synced – Shows the last time the payment was synced.

This table gives a complete view of how, when, and where each payment was handled. Only users with proper permissions can modify or delete entries.

Reviewing Invoice Balance

Here are the places where you can check the remaining balance or amount due on an invoice:

1. On the Invoice Screen

• Open the Invoice and look at the bottom right section of the page.
• The Balance Due is clearly displayed — this shows the remaining amount the customer owes.

2. On the Payment Screen

1. Click the Payment Info tab, then select Receive/Edit Payments.
2. On the right side of the payment screen, you’ll see a summary that includes:
• Invoice Total
• Total Previous Payments
• Amount Due
3. The Amount Due reflects the outstanding balance on the invoice.
4. Also, the Amount Tendered field will automatically populate with the amount due, but you can adjust it if the customer is making a partial payment.

Deleting Payments

If a payment was entered by mistake or needs to be removed, authorized users can delete it directly from the Payment Info tab.

How to Delete a Payment:

1. Open the relevant Sales Order or Invoice.
2. Click on the Payment Info tab to view the payment history.
3. In the Action column of the payment you want to remove, click the (X) button.
4. A confirmation prompt will appear asking: "Are you sure?"
5. Click Yes, then click OK to confirm the deletion.
• Or click Cancel to keep the payment and exit the prompt.

Important: Deleted payments are permanently removed from the transaction record and may affect invoice balances and syncing. Make sure to double-check before confirming.