Closing Invoices
These articles cover how to close invoices.
Closing Invoices
Closing an Invoice After Receiving Payment
You will receive payment for invoices either by check, electronic payment (payments from invoice email) or over the phone via card. In each case, closing the invoice is relatively the same. With payment in hand, go to the invoices page of PCRT. From the list find the invoice that is being paid.
Confirm the payment you have is intended for the invoice you have selected.
- *Check Payment: *confirm name on check
- Electronic Payment: confirm email matches
- Over the Phone: ask to confirm company name and address
Click Checkout/Edit Items from the available options to the right of the row.
The cart will load with the items from the selected invoice. Go to the Add Payment section.
* *Select the payment method and input the payment information based on the selected method. See sections below for additional instructions on: Check Payments, Electronic Payments, and Over the Phone.
Check Payments
click *Check *from the available options
Enter the check number- typically located in the top right corner of the check- into the Check Number text field. You will type “na” into the Drivers License Number text field.
Click the blue, Add Check Payment button when you’ve entered the required information. The cart will load with the check payment added to the Payments-Checkout section.
Mark the checkbox labeled Skip sending of Thank You letter? before clicking the green Checkout button.The page will load into the Receipt page. From here you click return at the top or close the page. The customer’s receipt is the check itself. This means when the check is deposited into our accounts, the customer will receive a check image to their own bank account showing the funds being withdrawn from their account. Receipts can be emailed (from PCRT or directly) upon request.
Electronic Payments
You will need to have access to Stripe in order to obtain the necessary information to close out this payment method. Notifications for online payments will come through the Payments channel of Slack. They will look similar to the image below:
Always click View in Stripe, DO NOT click Checkout Now. This feature does not differentiate the customers by the email address of who has paid. These notifications will fill in the Invoice # based on the total being paid. If you were to click on Checkout now you will be taken to the checkout page for the first invoice on the PCRT Invoices list that matches the amount being paid. This is not always correct as at any given time we may have multiple invoices with the same amount due and owing. BE CAUTIOUS. You will need to click View in Stripe to move forward correctly.Always click View in Stripe.
This link will take you to the payment page of Stripe.
Go to the Payment Method row of Stripe to view card details as well as customer information. Here is where you will get the information to close out the payment and verify which customer has made the payment. From there you can locate the correct invoice in PCRT. This section may vary depending on the amount of information pulled from the invoice or entered by the customer at time of payment. More often you will only see an email address along with card information as shown below:
Other times, no email address is listed but all other customer information is, as shown below:
In either case, ensure the information matches the invoice you have selected to close. If none of the customer information matches an open invoice, contact Corporate Admin. to investigate further.
Once you have located the invoice you would like to close and you have reached the cart, click *StripePrepaid *from the available payment methods.
With both windows open, copy and paste the payment information from Stripe into the PCRT Add Credit Card Payment (StripePrepaid) page.
The confirmation number can be found in the top right corner of Stripe over the refund button. Double click the “ch_” code to copy it.
After entering all of the payment information, click the blue Add Credit Card Payment button at the bottom of the page. The cart will load with the payment now added to the Payments- Checkout section.
Mark the checkbox labeled Skip sending of Thank You letter? before clicking the green Checkout button.The page will load into the Receipt page. From here you click return at the top or close the page.
You will send the customer a receipt from Stripe for their payment. The system to date does not automatically send a receipt for invoice payments. Before sending the receipt, find the Description section of the Payment Details. The description will currently read “Charge from University PC Care” click the text to the right of this where it shows a pencil and the word Edit.
Edit the text so it reads as the invoice that has been paid. See below image for example.
Click Save to finalize the changes.
Now, go to the Receipt history row on the payment page.
Click on Send receipt from the two available buttons to the right.
A text field will pop-up. Copy and paste the customer email address that was used to make the payment, or if it wasn’t listed in the Stripe Payment Method section use the email address from PCRT that was used for the invoice.
Click the Send button. The pop-up will close and the Receipt history will update to show a receipt has been sent to the provided email address.
Lastly, return to the payment notification in Slack.
hover over the post until you see a popup menu to the right of the text appear. Click on the option to Reply in Thread. A text field will appear, enter a quick message such as “got it” to let others know that the payment has already been processed.
Over the Phone
When taking payment over the phone it is very important to ask security questions to confirm identity, such as the address we have on file or email address. After you’ve confirmed their identity and located the invoice they are looking to pay, select Stripe from the available payment methods.
The Add Credit Card Payment (Stripe) page will load prefilled with the amount due and customer information. Before requesting the card information, verify the amount to be paid. For example: _The total amount due is $295.86. You can start with that card number whenever you are ready. _This leaves no room for misinterpretation of the invoice or the amount to be paid.
After getting all of the information, including the name as it appears on the card, repeat the number to the customer to correct any mistakes if they’ve occurred. Position it as _“I’d like to repeat the number back to you to make sure I have it down correctly.”_
Once the customer confirms the information you have in the system is correct, click the blue Add Credit Card Payment button at the bottom of the page.
If the payment processes successfully, you will be taken back to the cart with a Stripe payment now located in the Payments- Checkout section. If the payment failed, your screen will load to the declined payment page, the reason will adjust based on the situation.
Double click the back button on your browser to return to the cart. Begin the Over the Phone process again to enter card information. If the card continues to be declined, recommend using another card, paying by check or swinging by the shop to pay at the counter. Always give customers their available options.
Mark the checkbox labeled Skip sending of Thank You letter? before clicking the green Checkout button.The page will load into the Receipt page. From here you click return at the top. You will now load into the Receipt Page. In the top right corner, you will see the options to print or email the receipt. Select to email the receipt.
This button will take you to the email page. Verify with the customer that this is the email address they would like the receipt sent to. If it is, click the blue Email Receipt button. If they want it sent to another email address, update it before clicking the blue button.
Closing Multiple Invoices with a single payment
If you are closing multiple invoices with a single payment, select all of the invoices you wish to close from the invoices page of PCRT. A blue check mark will appear on each one you have selected.
Scroll down to the Multiple Invoice Actions section of the page. From the available options select Checkout on One Receipt.
Follow the remaining steps from Closing an Invoice After Receiving Payment to process the payment.
Voiding an Invoice
Voiding an invoice should be done at the store manager’s or company president’s discretion.
If voiding an invoice is approved, you will need to print a copy of the invoice prior to voiding. On this hard copy, write the reason it is to be voided, who it was approved by, and the date the invoice is being voided. The note will be handwritten in whatever space is available. Initial or sign the note.
Provide the note to the Corporate Admin. to be scanned into the system for recordkeeping. See the example below:
