V9 - Adding a payment directly via a payment transaction (SOS Pay)

 

  1. To add a payment directly via a payment transaction, use either of the following methods:
    1. The Quick add (add_circle) menu. On the Task bar, go to Quick add > Sales > Payment.
    2. The Payments list. Go to Operations > Sales > Payments, then select +Add.
       
  2. Select your customer from the Customer dropdown. Customer notes and the Customer default billing Address will populate automatically, using the data from the customer definition. If you make a change to the Customer notes, the Notes field in the customer definition will be updated upon saving the payment transaction.
     
  3. Select from the Location dropdown the location where the payment is being recorded.
     
  4. In the Payment method section, choose the Type of payment from the dropdown. 
    1. You can select any payment method that your company accepts.
    2. If the Type is Check, enter the number in the Check # field.
    3. If you select SOS Pay – Credit Card or SOS Pay – ACH as the Type:
      1. If the customer does not have that information on file, SOS will prompt you to enter it. Refer to Using SOS Pay payment methods overview (SOS Pay) for more information.
      2. The system will display the last four digits of the credit card or bank account number, if it is on file. If the transaction is a sales order, you may only use SOS Pay – Credit Card for the payment Type. 
      3. If the customer wants to use a different credit card or bank account from what is on file, you must remove that account information from the customer's record first. Refresh the Payments list and create a new payment transaction. SOS will prompt you to enter the new credit card or bank account information.
         
  5. Enter the other information needed in the data fields.
    1. Refer to Payment transaction field descriptions for explanations of the fields.
    2. Enter the full or partial monetary value for the payment Amount.
    3. In the Applied to column of the payment line:
      1. Select Invoice or SO (sales order) from the dropdown to link the payment to an invoice or sales order associated with that customer. Then, in the next cell, enter the associated transaction reference number. 
      2. If you leave the Applied to field blank, it will be sent to QuickBooks as an unapplied payment tied to your customer.
         
  6. Save the payment transaction.
    1. SOS Inventory will add the transaction to the Payments list and sync to QuickBooks Online.
    2. If you selected SOS Pay – Credit Card or SOS Pay – ACH as your payment method Type, the payment will also be added to the SOS Pay list and then processed in Payments Dashboard.
    3. If a payment line in the Applied to area of the transaction was:
      1. Linked to an invoice. The payment for that line will be applied against the balance of the invoice in SOS Inventory and synced to QuickBooks Online, where it is connected to the invoice.
      2. Linked to a sales order. The payment for that line will update the Deposit field on the sales order. When a deposit on a payment transaction is linked to an existing sales order, the deposit amount may not be edited on the sales order. The payment will be reflected in QuickBooks Online as a journal entry that debits the default deposit asset account and credits the default deposit liability account, as designated in the General sales settings (Tools & settings > Configuration > Sales > General).
      3. Not linked to any transaction. The payment will be an unapplied payment recorded in Undeposited Funds for that customer in QuickBooks Online.