Control - How Do I ... Post a Payment


Question

How do I post a payment in Control?


Answer

There are several different ways of opening a payment entry window within Control. I will outline each way below, ultimately the end result is the same however the way you choose is completely based on your preference and what you find most efficient. Additionally, there are two different types of payment entry windows available for use.

  • Single Payment Window, aka Quick Payment
    A single payment window is really meant for applying a single payment to an order or a company. When utilized properly this will allow you to post payments in a very quick manner. This is the recommended method to be used when you do not need to post a single payment towards several orders.

  • Multi-Order Payment Window, aka Payments (Receipts)
    At times you will receive a single payment from your customer that is to be applied to multiple orders. Typically this is in the form of a check but is sometimes handled through a credit card payment as well.


Basics of Posting Payments

When you begin to post payments within Control you will find the same basic procedure applies.

  • Select the Payment Method and enter appropriate values in any special fields if applicable.
    Each payment method has a specified payment type. Those types will determine whether there are additional special fields available to you when posting a payment. Below is a listing of those payment types and brief explanations where necessary as to the fields available.
    • Cash
    • Check
      • Check Number (special field)
    • Credit Card
      • Card number (special field)
      • Name on card (special field)
      • Expiration date (special field)
      • Credit Card Billing Address (special field)
      • Electronic Fund Transfer
    • Other
    • Wire Transfer
      • Bank Reference (special field)
      • Bank Code (special field)
      • Branch Code (special field)
      • Control Internal Number (special field)
      • State (special field)
      • C/C Account (special field)

  • Enter the Payment Amount to the order, to credit, and amount tendered.
  • Post the payment.


Ways to open a Single Payment Window (Quick Payment)


  • From the Order Explorer
    • Open Control.
    • Click on Explore | Explore Orders.
    • Locate the order in explorer that will receive the payment.
    • Right-click on the Order and choose Order Options | Post Payment.
      control_payment_explorerpostpayment.jpg
    • The Quick Payment window will appear giving you the opportunity to post your payment
      control_payment_quickpayment.jpg


  • From the Order
    • Open Control.
    • Click on Explore | Explore Orders.
    • Locate the order in explorer that will receive the payment.
    • Double-click to open the order from explorer.
    • Click on the Totals tab of the order then click the Deposits/Payments button as shown in the image below.
      control_payment_ordertotalstab.jpg
    • The Quick Payment window will appear giving you the opportunity to post your payment
    • The Payment to Order and Total Payment fields must be the same or it will not post.

      control_payment_quickpayment.jpg

Posting a Multi-Order Payment

  • Open Control
  • Click on Payments (Receipts) on the top toolbar.
    control_payment_multiorder.jpg
  • The payment entry window will open, from here search for the company that sent you a payment.
  • A list of all open orders with a remaining balance due will appear in a grid list.
  • Place a check mark next to any orders that the payment will cover. If you need to apply a partial payment to an order's total balance due click in the Amount field and manually type in the payment amount you will be applying.
  • Select the Payment Method and enter the appropriate details in any special fields if applicable.
  • Verify the Amount Tendered, Order Payment Amount, and Overpayment to Credit are correct.
  • Ensure the Amount Difference field is $0.00.
  • Click the Post button on the right action toolbar to post the payment.

    control_payment_multiorderscreen.jpg



See Also