How do I Receipt a Partial Payment?

Example:

Client Anne Austin has received two invoices from you. One for $515.00 and the other for $493.00.They are both due for payment.

  • Anne has forwarded a payment of $800.00 which will pay her invoice for $515.00 in full but only partially pay the second invoice for $493.00 leaving a balance to pay of $208.00.

  • The partial payment can be posted and (at the same time) allocated to the two outstanding invoices.

  • This reduces the client account balance by the amount of the payment.

  • It will also mark the first invoice for $515.00 as paid and the 2nd invoice for $493.00 as part paid. This allocation can be changed manually if you wish.

How do I post a Receipt for a Partial Payment?

            ON DESKTOP:

Navigate to Clients > Receipts & Refunds > Receipts

STEP 1​​​

  • Click "Add New Receipt".

STEP 2

  • Enter the information as follows:

    • Date​: Enter the date the payment was received.

    • Amount: Enter the payment amount of $800.00.

    • Receipt Type: Enter the method of payment, such as direct credit, cash or check.

    • Details: The default text can be left as "Payment Received" or you can adjust to suit your own description, such as adding a Check number.

  • In the Allocation column, make sure that the client's payment is allocated (applied) to the correct outstanding invoices. Pet Sitter Plus will allocate the payment to the invoice(s) that most resemble the payment. But if this is not correct, then simply edit the amounts in the Allocation column to correctly apply the payment to the invoice(s).​

  • In this example, Anne wants her $800.00 payment to be allocated to Invoice No. 543 for $515.00 (to pay it off) and to Invoice No. 544 for $493.00 to partially pay it.

STEP 3

  • To send Anne an email receipt, toggle ON the option for "Email Client".

  • Select the appropriate "Email Template" from the drop-down list (typically the "Receipt" email template is used on this page).

  • You can edit the "Email Subject" and the "Email Body" content as you wish.

  • Note that the merge code ${PAYMENT_RECEIVED} will insert the payment amount ($800.00) into the email. 

  • Click "Add This Receipt".

STEP 4

  • The receipt can then be seen on the Receipts list.

  • To view the details of the receipt, you can click on the receipt – either the date, the description, the total amount, or anywhere in the grey or white receipt panel.

  • To view the invoices that the payment has been allocated to, click on either of the invoice numbers.

  • You can see that the amount outstanding (Debit Balance) has been reduced by the payment of $800.00, leaving $208.00 still due.

STEP 5

  • Navigate to the Orders & Invoices tab.

  • You can see that Anne's one outstanding invoice (#543) is now showing as "Paid" in green in the "Status" column, the amount in the "Paid" column is the full amount of the invoice, and the "Outst." (outstanding) amount is now zero.

  • However, Invoice No. 544 is showing as "Outstanding" and the amount still outstanding is $208.00.

ON MOBILE:

STEP 1

  • Tap the Navigator and select Clients > Search

STEP 2

  • Navigate to your client's account from the Clients search page.

  • In the left-side navigation pane, tap "Receipts & Refunds" then tap "Receipts".

STEP 3

  • Tap "New Receipt" to add a new receipt (payment) to the client's account. 

  • In this example, your client has given you a check for $800.00 to pay for her two most recent invoices. 

  • Her check will pay-in-full the first invoice, and part-pay the second invoice. 

STEP 4

  • Enter the information as follows:

    • Date​: Enter the date the payment was received.

    • Amount: Enter the payment amount of $800.00.

    • Receipt Type: Enter the method of payment, such as direct credit, cash or check.

    • Details: The default text can be left as "Payment Received" or you can adjust to suit your own description, such as adding a Check number.

  • In the Outstanding Allocation column, make sure that the client's payment is being allocated (applied) to the correct outstanding invoice(s). Pet Sitter Plus will allocate the payment to the invoice(s) that most resemble the payment. But if this is not correct, then simply edit the amounts in the Allocation column to correctly apply the payment to the invoice(s).​

  • In this example, Anne wants her $800.00 payment to be allocated to Invoice No. 543 for $515.00 (to pay it off) and to Invoice No. 544 for $493.00 to partially pay it.

STEP 5

  • To send Anne an email receipt, toggle ON the option for "Email Client".

  • Select the appropriate "Email Template" from the drop-down list (typically the "Receipt" email template is used on this page).

  • You can edit the "Email Subject" and the "Email Body" content as you wish.

  • Note that the merge code ${PAYMENT_RECEIVED} will insert the payment amount ($800.00) into the email. 

  • Tap "Add This Receipt".

STEP 6

  • The receipt can be viewed on the Receipts & Refunds screen, along with which invoice(s) the payment is being applied to. 

  • In this example, you can see that the $800.00 payment is being allocated to INV #543 and INV# 544.

STEP 7

  • The Orders & Invoices screen shows that Invoice No. 543 has been paid in full, and Invoice No. 544 has been partially paid, with $208.00 still outstanding.

ABOUT US



Pet Software Ltd provides a market leading scheduling and billing solution for Pet Sitters, Dog Walkers, Dog Day Care Centres and Kennels. Pet Sitter Plus helps pet sitters to spend more time with pets and less time on administration.



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