Reference could be something like a transaction ID, e.g. from an EFTPOS machine or POS
Notes are any internal notes about the payment, e.g. 'part payment', '10% deposit', or 'paid over the phone'.
The Status dropdown menu defaults to 'Approved'. You can change this if your workflow requires it, but the status must be set to Approved before the payment can be sent to your accounting package.
Making a payment via Square
When recording a payment using Square as the payment gateway, the Save button will change to Save and Open Square App to allow you to lodge the payment using your Square linked card reader via the app.
This is ideal if you want to use a Point of Sale type checkout and use a large tablet or iPad.
Android or iOS only
This will only work if using an Android or iOS device, e.g. if using AroFlo Office on a tablet, and that you're not using a private browsing or incognito window. If using AroFlo Office on a computer, you'll receive a popup notification.
You can record a payment against multiple invoices via the In Progress, Pending Approval, Approved or Processed invoice list screens.
Go to ServiceTrack > Invoicing > Select In Progress, Pending Approval, Approved or Processed invoices.
Select the invoices from those shown in the list.
Click Add Payment.
Select the Payment Method.
Enter the total Amount Received.
Enter the Amount Ex Surcharges for each invoice.
If the payment amount is the same as the balance due, you can double click the field to populate this value.
Enter a reference and any notes (optional).
When a payment method with a surcharge is selected, you will see additional fields that show the surcharge % and the surcharge amount.
Credit card payments
If your AroFlo site is connected to a payment gateway, you can take credit card payments over the phone. Simply enter the customer's card details and click Save and Charge. The payment will be processed via your payment gateway and receipted within AroFlo. For more information, see Payment Gateways.
Surcharge % and surcharge values can also be added to layouts and reports. For more information, see Custom Layouts.
Updating payment on processed invoices
If an invoice was processed prior to recording the payment in AroFlo, the invoice status will automatically revert to 'Approved'. If surcharges were included, a line item for the surcharge value will be inserted.
Depending on your accounting package, you may be able to re-post or manually process the invoice.
Updating processed invoices in Xero
To post invoice updates to Xero, you must ensure the Invoice Status (located in the Integration Menu) is set to Authorised.
This setting allows Xero to post the updated invoice (as long as the invoice has not been voided and no prior payments or credits have been applied to this invoice).
Updating processed invoices in MYOB, QuickBooks, Reckon
MYOB, QuickBooks and Reckon do not allow invoice updating. The invoice will need to be deleted from the accounting package in order to re-post the invoice with the surcharge.
Alternatively, the invoice could be manually adjusted in both systems and marked as 'Processed' using the Integration Menu.
Edit payment history
Once a payment has been recorded, you can edit or delete the payment record if needed.
If the payment has already been sent to your accounting package, any changes you make to the payment will not be automatically reflected in your accounting package.
Click Payment History or the Payments Applied value
Select the payment record.
Click Edit Payment
Change the status of the payment to In Progress or Pending Approval
Repeat steps 2 and 3 and make your changes to the payment details
Change the status back to Approved
To delete a payment record, e.g. if a payment has been created in error, follow the steps above, up to step 6, but instead of making changes to the record, click Delete and confirm deletion.