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HERE'S A FLASH FOR YOU!
In addition to recording transaction activity on the Status Notes tab of each payment/refund, Spectra provides you with a tracking feature that allows you to require users to enter the proper credentials before creating, modifying, or deleting payments or refunds. Set up this security feature on the Invoicing page in Maintenance > Preferences > Studio Preferences. |
If there is a customer deposit that has not yet been used, you will get a notification that there is a deposit that can be applied to the invoice.
If you use the Scheduling, Session, or Invoice Wizard and select Create an Invoice, you can also choose to Create a Payment Record Now and click Next to arrive at the payment record. Follow the steps below to create the payment or credit memo. REMEMBER – refunds can only be created from a credit memo.
Enter the payment method or choose one from the drop-down list.
If this is a credit card payment, fill in the appropriate information in spaces provided. If you have already entered a credit card number for this client you can choose that credit card and the card information will automatically be entered.
If the payment is being made by check, fill in the check number in the space provided.
Enter payment amount. Click Next.
To modify the invoice, session, or client information, check the appropriate box, and click Finish.
From the Invoices hub, find the invoice for which the payment is to be made. (See the section labeled “Finding Existing Invoices” for more details.) Double-click on the desired invoice to open it.
From the invoice, go to the New group on the ribbon and click New Payment or Refund.
The Payment Wizard dialog box will appear. Select Payment.
If this payment is refundable, click Yes. Then enter the Until Date in the field provided.
Enter the payment information and click Next.
Click Save & Close.
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HERE'S A FLASH FOR YOU!
If you don't want to use the Payment Wizard, you can disable it in Maintenance > Preferences > User Preferences. See the "User Preferences” section for more details. |
Open the client record and click the Summary tab. See the "Finding Existing Clients" section for more information.
Find the payment or refund in the Transaction History section and double-click on it to open the payment or refund.
From the Invoices hub, find the invoice for this payment or refund. See the section labeled “Finding Existing Invoices” for more details.
When you have located the correct invoice, double-click to open the invoice.
From the open invoice, click on the Order Detail tab.
From the Payments and Refunds section (located in the lower-left corner) double-click on the payment or refund to open it.
Note: Customer deposits will only appear on the Summary tab of the client record and not on the invoice record until they are applied. See the Customer Deposit section for more information.
Find the payment or refund you want to delete. See the section above labeled “Finding Existing Payments” for more details.
Open the payment or refund. To delete it, click Delete on the ribbon, or open the Payment menu and choose Delete, or press Ctrl+D.
A message box will ask if you're sure you want to delete this payment or refund. If you are sure, click Yes. If you aren't sure, click No.
How you record refunds will differ depending on if you post your transactions to your accounting software (see "Working with Accounting Features") and what type of accounting method you use (see the Studio Preferences > Accounting tab).
If the invoice has not been posted (or you do not post invoices), you aren't required to create a Credit Memo to record a refund and you can simply follow these steps. However, if you want to keep a separate record for the refund, you should create a Credit Memo by following the steps below for creating Refunds for Posted Invoices.
Open the invoice.
Go to the Order Detail tab. If the quantity of the item to be refunded is more than one, just reduce the quantity and the extended amount will reflect the change. If the quantity is equal to one, create a new line and record the item with a negative quantity (such as "-1"). The extended amount will be a negative amount and the invoice total will be reduced. Click Save.
Create a new payment/refund from the invoice and select Refund as the type.
Choose the Refund Method and enter the Refund Amount. Note: You can either type in the amount or click the "<" button to easily enter the entire open credit amount.
Save the refund, make sure the Balance Due is correct on the invoice, and then save the invoice.
If the invoice has been posted, you will need to create a Credit Memo in order for the refund to be recorded in your accounting software.
Open the session the original invoice was created from. Or, if the invoice is client-based, open the client record.
Create a new session/client invoice and choose Credit Memo as the invoice type.
Go to the Order Detail tab of the new credit memo and record the item(s) that are being refunded. Note: Because you are creating a credit memo, Spectra will automatically enter a negative amount.
Create a new payment/refund from the credit memo and select Refund as the type.
Choose the Refund Method and enter the Refund Amount. Note: This is also considered a negative amount by default.
Save the refund, make sure the Balance Due on the credit memo is zero, and then save the credit memo.
