Print Initial Payment with airSlate SignNow

Print initial payment

Green's everybody this is Paul Graeme of serious software today we're gonna spend our time talking about just a brief overview of handling payments of invoices from clients from customers gonna spend a little bit of time learning how to set up the quick products on your home screen and then we'll conclude the session with review of print options as it applies to invoices and estimates and dis various reports so I'm going to switch now to control so we can begin okay payments you can handle payments in a variety of ways one when you place a new order and you save it you'll be prompted to if you want to post a payment at that time you can either say yes or you can say no the one that I want to the method I want to review today is offer the task bar up here in the center handling payments and we're just going to review the different kinds of payments that can be can be handled and you see the payment types down at the bottom cash in in cheques are basically handled the same way ACH generally it's going to come through work out an arrangement with the particular customer where they're gonna pay via ACH those you'll see then when they come through your checking account and you can then post the payment and otherwise you can do that ahead of time if you know when the payment is going to when the payment is going to occur and then there are various credit card payments MasterCard and Visa Amex and discover and then there's a miscellaneous one called other that gives you the opportunity to handle Nations if you're going to apply a you know a certain amount and treat it as a donation to that particular customer for the goods and services that you're that you're providing now the payments obviously can only be made against invoices so there's no financial impact at all on on estimates so our conversations going to be limited to orders now when you come into this screen I like to characterize this particular approach as you know you open your mail during the day and you get your you get a variety of checks perhaps or other indications of payments and you're going to post those so you can either enter or select the name of the company by choosing the little hourglass and choose the company that you're interested in applying payments for and let's just choose that first one to see what we get now what you see at the in the center of the screen screen here shows that this particular company has two open invoices now you can pay one of those you can pay both of those or you can be a partial payment to either or both now the other technique that you could use rather than choose the company up here at the top you could be very explicit and say I want to pay this particular invoice okay now it in turn tells you who the company is but it's only showing the payment for this one or not deployment but the one order that you are indicating that you want to apply a payment towards so let's go back to the first one where we're doing multiple ones so if I want to pay just this oldest one just that one right there it's assuming that I'm going to be paying the entire amount the balance that's due and that's going to be shown up here that the today's balance and the remaining balance is zero now if I was going to make a partial payment of $500 then it shows the amount of the payment up here and it shows what the total was and what the remaining balance is now if I'm going to do the partial payment and I've entered how much it's going to be paid then the next step is to choose the method of payment so I could know notice this right here this showed up because of the customer that I chose and that customer has a credit balance that's unique to see but it will occur a lot of times because of overpayment or payment has been made and then the order value had been reduced for what reason one reason or another but what this is allowing you to do is decide whether or not you want to apply part or all of this credit balance against this invoice so I'm not going to do that I'm going to say that they sent me a check so I'm gonna choose the check as the payment type and then I'll put in a check number and then I'll record the payment and now it showed me that the payment was was successful okay now the I'm going to switch gears on talk now about the credit cards there's some key information that you really need to understand clearly and that is if you have signed up for the freedom pay so that you can offer customers the opportunity to pay through the invoice that they receive that's one approach on how you can handle credit cards the second approach is if you use a any other third-party merchant provider and if you're using a non freedom pay merchant processor the method of handling credit cards involves a two-step process first you would likely run the authorization through the terminal provided by the the merchant and then if that authorization was approved then you would post the transaction as a payment into control selecting the appropriate the appropriate credit card whether it's Visa or MasterCard now if you're using the freedom pay and the customer likes to know to pay online they will select the the card that they're going to use for payment that will come through to will control will send the authorization out to get approved and then it will come back through control and be posted in the against the invoice so that using the integrated payment method with with freedom pay is a one step process and that would apply to whichever cards you're electing tuna to service which were likely included MasterCard Visa possibly Amex and possibly discover now if you're going to post a payment as a as a donation let's go back and look at that one again let's say that we're gonna do a $50 donation so I put in the $50 then I'm going to come down here and do that and put in a number here and then it's successful so now we've demonstrated the handling checks we've demonstrated they talked about a list a little bit about how ACH might work and how the different variations of credit card processing will work depending on what your merchant processor might be that concludes the discussion on the on payments that I want to cover in just a very high-level form the next thing that I want to talk about is just quick products on my home screen here a dashboard you'll see that the there's a section here in that instrument called quick products with a list of products in there now you can customize that list to suit your preferences so if we come in to pricing set up all pricing and then down at the very very bottom on the left hand column is quick products now I need to add a very important point the nut was that you're gonna have to have security privileges in order to get into to do this so not everybody can can do so now you can see you can create up to a dozen quick products you certainly don't have to have that many and you can put them in in any order that suits your that suits your preference so if you don't want one of these you would just simply put a checkmark to remove it and now it's gone out of that list okay so if you wanted a different one in here now you can come in to select I'm just gonna randomly pick one here I'm gonna pick quick Prada or a cotton vinyl it's I think it might already be in there but I just wanted to illustrate how you can remove these and how you can add new ones you know to the list again you can put up to 20 in that not everybody chooses to use the quick products but they can be convenient in some cases now I want to switch and look at an estimate we're going to talk about some reports and also some invoices so let's first look at and be talking about print options okay so we've got a yeah an estimate here let's just open it there we go and I'm going to come over to the print option first of all if I pull the that select the diamond these are the choices that I can use there are different templates so this is the this is the default it's called standard template there's one that's called alternate template there's one in here that's primarily geared to the Canadian market and so on so if you just choose the big button that says print you're using the standard template then that might be of interest to you to just explore some of those and look and see how they differ in their appearance and then you can choose which one you want to use on an ongoing basis now where the similarities occur between printing estimates and printing invoices and print reports all of them are going all of these are going to have the same basic set of four items up here this is the preview the printer emailing ability to email and the ability to save the the estimate or the invoice or the order report now most of the time I've not really seen anybody you know mess around with the preview it's going to show you a full screen the printer typically is going to be the windows default printer but in some of the larger shops you may in fact want to have a different printer for estimates a second printer for invoices a third printer perhaps for work orders and so on so on down the line so you can depending on your on your on your local business it's the size and the logistics of where things are you can set up so that the estimates would go one to one printer would be directed one printer invoices to a second printer now email if you're emailing if you're going if you're doing an estimate or an order and you want to email that to the customer and if you have saved the email address for that contact in the database then the email address of that contact will be pre-populated if it's not pre-populated but you do want to email it then just simply choose the show detail and type in the email address you can have more than one to address you can have a copy see see and you can have a blind copy if you want to do that now when you do that you see the subject line here this is the standard language that would be used as the subject of the email now in some cases people like to change that so that it's a little bit more explicit and they might want to put in the the estimate looking for estimate number there it is put in the estimate number so this one would read standard estimate and then it would give the estimate number now if you always want that to be the case so once you've modified the subject line then just come down here above the cancel button and say save these settings and that will be a permanent addition to the subject line that that you would use now the next one down is if you would prefer to save the estimate or save the invoice and it's a printable form that's what this one is all about so here there are a couple of things to keep in mind one the probably the most common is that you're going to produce it and save that as a PDF file but there are other options but most likely it's going to be the PDF option this is the PDF name the default name just like on the subject if you're emailing you might want to put a cursor right after the estimate estimate come over here and put in the estimate number one more time and again if you always want that estimate number to be appended to the the files that the PDF file that you're saving then choose save these settings you know down below this next line the destination path is important yes this is the path I'm in a in a different environment than you are normally it's going to go to report an export on your on your local machine or on the server depending on where you want it to be I'm in a cloud environment therefore you see this odd odd phrase here at the beginning but if you want to choose the path then just simply go to browse and you can choose where you want that that file to be saved move this over so I can cancel it so those are the four options and these four are identical for reports I'm sorry they are identical for estimates and in in orders might be slightly different in the save for the for the reports where you get uniqueness between estimates and main orders is in the print options think of the print options as a further way of saying what information you want to have printed and what information you do not want to have printed or saved if you're saving it as a PDF file so here it says that I want to be able to see variations if they exist I want to hide a line item description and so on so so just review what these options are perhaps even experiment with with them to see what happens if you have a check there you don't have a check and then again save the settings and those options will be remembered you get down into four estimates and orders the anything that follows this is pretty much insignificant for for the estimates in for orders so I'm gonna do it I can't Soaker without realizing okay you want a preview what one looks like just choose the preview button and you'll see it on the screen and if you're satisfied with it then you can go over to the action toolbar to print it and if you have the email information populated then you can initiate the email from here as well I'm going to go back to the setup here the other wanted to mention so you can preview you can send it straight to the printer probably the default printer you can go straight to the email or you can go straight to save okay but again review the different options making changes as you feel appropriate for yourself save the settings review anything up here in the printer primarily in the email and the save section and make any changes there that suit your preference and choose to save settings there as well now we'll quickly do an order they're going to look very very much the same way the orders have different templates as well so if I choose the downward arrow standard one and then there are some others now there are also ones in the system setup that will allow you to print a combination of an invoice and a work order impossible even a packing slip so that that's a little bit more complex I won't be able to cover that here in this section but the if you go to in the system setup and then recording setup that's where you can begin to combine for order primarily the ability to print as a default automatically print an invoice the work order and packing slip if needed so let's look at the first one you'll see that the first choice is up here are the same for the first for the options in some cases our will will be similar if not the same but they also might be different okay and again these are rarely need to be changed at all then you can always if you change into the options do don't forget to change to save the settings and you will be good to go I'm going to close these two now just to kind of wrap up this discussion will touch briefly on reports again there's similarities but there's subtle differences as well so I'm going to just go up and choose financial and standard and then a financial summary you'll notice that you got the same preview printer email and save those are the same the options are very different and so that they're the reports the individual reports likely will have either no options whatsoever or they'll have a different set so they're going to vary greatly from one report to the next most of the reports will have a date option where you can if you need to change the date this one says that it's going to do its generate this since the last daily close but you can choose among the standard choices here do it in our custom date and look at everything use standard dates a week month the last month last year and so on and then coming down again there's going to be a great deal of variation after the date in these other areas it's hard to demonstrate because they're all going to look slightly different but the point that I want to make is let's look at a accounts receivable report just missed it notice that you have the the preview the printer the email and save you don't really have options per se on this particular report but you can choose whether you want one company or all companies so again you would choose the options here and see what your choices are the vision group by these are entertained to sorting so there's I don't have to go through every report to see all the to show you all the different combinations and that's not the intent that this on this overview it's just to give you a kind of a thumbnail sketch of how the reporting works in the printing works a lot of similarities but there are a lot of differences as well I'm going to go quickly one last step into the reporting setup I went to setup and then reporting setup and if I come in to reports an action toolbar and expand it come down to students this is where you see the templates standard template alternate template the Canadian template and you can come in to the options and you could make some of those changes here and then they're going to apply the order are going to be different so here's the standard invoice this is just the invoice it's just the work order another report that is based on the Associated order packing slip by itself yellow material by itself now you get into these groups here and that's where the this particular group might include all of these but they're not all going to be active so if we come over to the general this first one is active the alternate is not active the simple invoice is not active different invoice is the Canadian is not the work order is showing and the progressive billing one is showing so if you need more detail on this make sure that you go into the setup reporting setup and then you can see the different combinations and I'm under reports on the action toolbar that's the end of this though topic I hope it's been helpful and hope to have you look at another video soon take care