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A payment record holds all the information regarding an individual payment. You can access payments through the Summary tab on a client record, or through the Payment and Refund portion of the an invoice record. Double-click on the payment or refund to open it.
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WHO KNEW?
What’s the difference between a payment and a refund? A payment is used to record the money received from a customer. A refund is used to record money payed back to a customer. Both payments and refunds are entered using the same screen. However, a payment is created from an invoice and a refund is created from a Credit Memo. You can select Credit Memo from the invoice type drop-down list. |
Payment Record
Menu Button - The Menu button displays an icon based on the type of record it is. For a payment/refund record, it has a credit card icon. Click the menu button to see menu choices such as: Save, Save & Close, Save & New, Delete, Unapply Payment, Payment Methods, and Close Form. There may be additional choices on the menu depending on some of the optional components of Spectra. Many of the menu choices are also available on the ribbon (described below), but there are several items that are only available on the Payment/Refund menu. They include:
Un-Apply
Payment - Use this menu option to un-associate this payment
from the invoice it is currently applied to. The payment will
still exist and can be applied to another invoice until it is
deleted. (available in )
Payment Methods - Use this option to manage the client's payment methods. For more information, see the "Client Payment Methods" topic.
Quick Access Bar - If you opened the payment/refund from a list, there will be grey arrows to select the next or previous record from that list.
Title Bar - Once a payment/refund has been saved, the title bar will say "Payment" or "Refund."
Notification Area and Help Button - Just under the title bar to the far right, you will see flashing notification lights if there is something about the payment that warrants special attention. Click Help to get online help for this window.
Many of the features available under the menu button are also available here on the toolbar. If you're not sure what a certain button is for, hold your cursor over the button and wait for a tool tip to be displayed.
Save the record by choosing Save (or press Ctrl+S).
Click Save and Close (or press Ctrl+W) to save the record and close the payment/refund screen.
Save the payment and open a new payment record by clicking Save and New (or press Ctrl+N).
To delete a payment, open the record you want to delete and click Delete on the File group of the ribbon (or press Ctrl+D).
Print - Print a receipt or invoice.
Preview - Preview a receipt or invoice.
Export - Export a receipt or invoice.
Mailing Label - Print a mailing label showing the client's name, address, and other information as defined in Printing Preferences.
Account Label - Print a file label with the client's name, address, phone number, client number, and other information as defined in Printing Preferences.
Custom Reports - Print, preview, or export a custom report.
Cut - You can cut text by highlighting the text you want to cut and then choosing Cut from the Clipboard group (or press Ctrl+X).
Copy - You can copy text by highlighting the text you want to copy and choosing Copy from the Clipboard group (or press Ctrl+C).
Paste - You can paste previously cut or copied text from a large variety of applications by first cutting or copying the text and then placing your cursor in the desired location in the payment record and choosing Paste from the Clipboard group (or press Ctrl+V).
Special Copy - Copy the text (in label format) that would print onto a mailing label or account label to paste into another field or program.
Client - Open the client associated with this payment.
Invoice - Open the invoice associated with this payment.
New Call - By default, a new call record will be created with a due date of today and no completed date. You can use the call today or change the due date to another date in the future.
Completed Call - Creates a call record that is both due and completed today.
Dial Phone - If you have a TAPI-compliant phone system connected to this computer, use this option to have Spectra automatically dial any of the client's phone numbers.
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New SMS Text - Click to create a new SMS text message or to merge the client information into a form letter or custom report that can be sent directly to the client as a text message.
New Email - Use this command to merge the client information into a form letter, HTML email, or custom report and then send the email directly to the client associated with the payment. An email address must be entered for the client and outgoing email must be set up on the computer you are working on. For more details, go to Workstation Preferences > Email.
Completed Email - Click to open a form that can be used to record details from client email that you received or sent outside of Spectra, attaching the information to the client record for future reference.
Print Letter - Merge the information for the client associated with this payment into a form letter and print it.
Preview Letter - If you preview a form letter you can modify the text before you print it.
Export Letter - Export the letter as an Adobe PDF. You can also choose other electronic formats like text, rich text, Excel file, or even HTML formats.
Mailing Label - Print a mailing label showing the client's name, address, and other information as defined in Printing Preferences.
Account Label - PPrint a file label with the client's name, address, phone number, client number, and other information as defined in Printing Preferences.
Special Copy - Copy the text (in label format) that would print onto a mailing label or account label to paste into another field or program.
This is where the payment or refund information is stored (and entered when not using a wizard).
Type - Payment or refund.
Refund/Payment Date - Date the payment or refund is applied to the invoice.
Refundable - If the payment is refundable, check this box. You can then enter a date the payment should become non-refundable. If the payment is not refundable, make sure this box is unchecked.
Future Payment - If the payment is a future payment for a payment plan, check this box. A future payment will appear on the invoice Order Detail tab as "pending" and will be in colored text. For more information on payment plans, see the "Payment Plans" topic in the "Working with Payments and Refunds" section of this chapter.
Payment Method - Select the method being used to make the payment (or refund) by choosing from the drop-down list. If Spectra already has a credit card on file for the client, that card will be displayed along with your studio's standard choices. To edit your studio's standard choices, go to Maintenance > Invoice > Payment Methods.
Credit Card Number - Type the customer’s credit card number. This field is only available if the payment method selected is a credit card. The credit card number will be masked on all reports and future transactions.
Expiration Date - Type the expiration date found on the customer’s credit card. This box only appears if the payment method selected is a credit card.
Customer Name, Address, Zip Code - These fields are optional, although filling them in usually reduces your bank’s charge for processing a credit card through the program PC Authorize.
Authorization Code - If you're using one of Spectra's integrated credit card processing services, authorization information will be automatically entered in this field.
Check Number - Type the customer’s check number if the payment method is check.
Payment Amount - Type the amount that was paid on this invoice (or refunded against this credit memo).
Amount Tendered - For cash payments, enter the amount tendered and Spectra will automatically calculate the change due.
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PATHWAYS TO SUCCESS
Increase efficiency by using the optional credit card authorization services. Using one of these services allows your staff to authorize a credit card from any computer, by clicking Authorize. In addition, you could possibly be charged lower service charges by your credit card provider because of the additional customer name, address, and zip code information that is transmitted during the authorization process. For more information go to: www.studioplussoftware.com/help/credit_cards.aspx |
Spectra will automatically store activity related to each payment/refund on the Status Notes tab. Information will include transaction dates and user information.
