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Adding receipts (payments) / Adding refunds (#CUSAROR01)

Last updated:   Applies to:   In industries:   Of versions:   Special contents:
20100805 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   7.X (and higher)   n/a

How do I add a receipt (payment) or refund to someone's account?

  1. Open the Agreement in question.
  2. Click on the Transactions tab (more on this tab: #AGTTAB601).
  3. Select either Add Receipt or Add Refund (depending on what you would like to do) to add a receipt (payment) or refund; respectively. The Add Receipt / Add Refund dialog will open (as shown and outlined below).Add Receipt / Add Refund
    • The Customer Information section shows the Customer's name, Agreement number, Berth / Unit / Vault number, total Customer balance owing, balance owing for this Agreement only, the current user login (this will be stamped against the transaction) and the receipt number for the transaction.
    • Date banked is the date that the transaction was banked. If you leave this at the default setting (of '00/00/00'), then this receipt (payment) will appear on your Banking Report (more on the banking process: #BNKBPR01) next time you run it. If you complete this field and enter a date instead, this receipt (payment) will not appear on your banking report, because you've just told StorMan that it has already been banked (at the date you entered).
    • The Analysis code dropdown allows you to select the type of payment that is being made - for example: cheque, cash, credit card, etc. You can set up additional payment types under the Analysis Code section (more on adding / editing analysis codes: #ANLADET01 - Adding / Editing Analysis Codes). Note: When you setup your analysis codes, you can also configure them to automatically set the aforementioned 'Date banked' to the current date. This is commonly used for electronic payments such as EFTPOS and Credit Card payments, where the funds are generally transferred into your account on the day they are taken.
    • Description is used to enter a description for the line item. This field will generally automatically populate with the name of the Analysis Code (from the field mentioned above), but you can change or add to it using the Description line.
    • The Drawer and Bank Branch Code fields are used for entering said information when a cheque payment is made. This information will print out on your Banking Report (more on the banking process: #BNKBPR01) next to the Customer and payment amount information (in other words, StorMan generates a bank-friendly deposit slip - pre-filled for you!).
    • The Credit card authorisation data section is automatically pre-filled by the payment gateway when you take a credit card payment.
    • The Credit card data section is pre-filled with credit card number & expiry information when you click Use card on file or Enter card buttons.
    • Use card on file will use this Customer's credit card information from the 'AutoPay/Notices' tab of their Agreement (more on this tab: #AGTTAB401) for this payment.
    • Enter card will open the credit card swipe window, allowing you to manually swipe-in a credit card for one-time processing. If you do not have a credit card swiper, you can still manually enter the credit card number, expiry and name using your keyboard.
    • The Receipt amount field is used to enter the amount the Customer wishes to pay at this time. It can be more, or less, than what they owe. Obviously if it's less, StorMan may class this Customer as being 'late' after a time.
    • The Transaction has been confirmed checkbox will be ticked by default. If you untick it, StorMan will assume that the funds aren't yet available (ie. haven't been confirmed - often used for cheques (checks) that haven't yet been cleared). StorMan will then prompt you a few days later (during Daily Processing) to remind you that you still have unconfirmed receipts. More on this message: #ERRUNCRCT01.
    • The Amount tendered field is optional (and generally only used for cash payments). It is used to enter the amount of money that the Customer provided you with. The Change required field shows the difference between the Receipt amount and the Amount tendered. More on this: #CUSAMTTND01. For example: If the Customer wants to pay $30 (Receipt amount) using a $50 note (Amount tendered), then the Change required field would show $20.
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