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Occasionally customers may want to create prepaid deposits with the organization, by sending in a check or some other type of payment for a set amount of money, to be applied to any future orders made by that customer. These can be configured within Aptify so that when the customer makes an order, these prepaid deposits can be applied against the balance owed.
This process involves creating a Payment and specifying that it applies to a new order. The system then automatically generates an order for the Prepaid Deposit product that corresponds to the customer's payment type (see "Linking a Prepaid Deposit Product to a Payment Type" on page 323). This generated order has an order total of 0. Applying the payment against this order causes the order balance to become negative, generating a credit memo that can then be used to pay for future purchases.
Follow these steps to record a prepaid deposit or a payment made in advance:

  1. Open a new Payments record.
  2. Complete the Person and Company fields to identify who has submitted the advanced payment.
  3. Click the Details tab and enter information about the payment received.
    • Select the applicable Payment Type and complete the corresponding fields, including Currency Type and payment details.
    • The selected Payment Type should have a Generate Credit Memo Product specified. See

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    • Specify Payment DetailsImage Added
  1. Return to the Payment Lines tab and click the New button to open a new Payment Lines record.
    Payment Lines - Applies ToImage Added
     
  2. Select New Order from the options in the Applies To drop-down list. Apply to New Order Image Removed
  3. Enter the amount of the advanced payment in the Amount field.
    • This amount is expressed in the currency specified on the Payments record's Details tab.
  4. Click OK to save the payment line and return to the Payments form.
    • The Payment Amount is updated to match the amount specified in the payment line.

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    •  Prepaid Deposit Payment Image Added
  1. Save the Payments record.
  • The system automatically generates and marks as shipped a credit memo that can be applied to future orders. The Order ID for this credit memo appears in the Order column of the payment line. Also, the Applies To value changes from New Order to Entire Order.
  • See "Credit Memo" on page 121 for information on how to use the Credit Memo payment type and apply credit memos to other orders. Prepaid Deposit -Payment with Credit Memo ID Specified Image Removed

    Prepaid Deposit Payment with Credit Memo ID SpecifiedImage Added
  • The generate credit memo has a credit balance in the amount of the advance payment. Generated Credit Memo

      Generated Credit MemoImage Modified

This process involves first creating an order with a total and a balance of zero. Next, the payment is applied against this zero-balance order. Applying the payment against the zero balance order causes the order balance to become negative, generating a credit memo that can then be used to pay for future purchases.

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