Make Prepayments/Refunds

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cfprepayment

 

Prepayments and refunds of prepayments/returns can be made directly against a cardfile without having to do so via Debtors. This is great for taking deposits from customers against a specific job, for processing lay-bys and general retail/purchase order operations.

 

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The payment will always go to Unbanked Funds.

 

Both prepayments and refunds are located on the ribbon via CardFiles > Payment, and also under Jobs > Payment.

 

Prepayment

 

Prepayment/refund security

There are two security settings related to the prepayments/refunds functionality. These are set via Tools > Security:

allow prepayments on jobs and cardfiles

allow refunds on jobs and cardfiles.

 

By default, both these security settings are disabled.

 

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If staff has previously been allowed access to the Debtors list, it may be appropriate to review and use these security settings instead.

 

Add a prepayment against a customer

As well as taking a payment against a job, also take a payment against a customer. For example, a customer comes in to pay their account or a customer wants to make a prepayment not directly related to a job.

 

To take a prepayment against a customer, open their cardfile, then go to CardFiles > Payment on the ribbon, or right click on the cardfile in the Nav tree to bring up Payment/Refund.

 

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The Payment screen will appear and the payment can be made in exactly the same way as taking payments at point of invoicing.

 

When taking a prepayment against a customer, the Payment screen includes additional information, including their amount overdue and total account balance.

 

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Prepayments and debtors

All payments via the above methods are accessible via Debtors, where they will appear as type Prepayment. The payments will always go via Unbanked Funds and will appear in Bank Deposits. If a workstation is associated to a Till, the payment will go via that Till.

 

Performing a refund

As with payments, refund a customer (a prepayment or return) via CardFile > Payment > Refund on the ribbon.

 

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The Select Prepayments/Returns to Refund form will appear, allowing selection of which payments to refund.

 

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What is displayed differs depending on what is in view when clicking Refund as follows:

 

Object

Explanation/Purpose

Job

All prepayments related to that job.

Return from Customer

All credits related to that RFC.

CardFile

All prepayments and RFC-related credits related to that cardfile.

 

The Payment By is taken into account when doing refunds via this method, as the refund will be processed via the linked unbanked funds general ledger account, and will appear in bank deposits as a negative figure. Only payment types flagged as Allow Negatives are available for refund. Refer to Tools > Setups > Banking > Payment Types.

 

Additionally, the refund payment type will always be the same as the payment type made at Prepayments. For example, if the customer originally paid by cash, the refund will be by cash.

 

More complex refunds will need to be processed via Debtors. For example, to refund by writing a cheque directly from a bank account.

 

How to

Add a CardFile

Add a Prospect CardFile

Add Contact Details

Add Customer Details

Add/Update a User

Add Vendor Details

Add Documents to CardFiles

Add Groups to a CardFile

Add Multiple CardFiles

Add CardFiles to Groups

Add Customer-Specific Reports

Browse for a CardFile

Bulk Update CardFiles with BPAY Ref

CardFile Merging & Deleting

Create a CardFile List

 

 

Email from a CardFile List

Export a CardFile List

Export Email Contact Report

Import CardFiles

Quick Add CardFile

Reassign Account Managers

Reassign Users

Deactivate a CardFile

Set up an Overseas Customer

Set up Contact Types

Use CardFile List Results

Update Multiple CardFiles

View CardFile Transactions

View or Edit a CardFile