Skip to content

Enter Payments Form

Action: none

The Payments form is where the payment amount and tender type of the payment is entered. Multiple tender types may be easily entered if needed.

The standard payment tender types are: Cash, Customer Check, Gift Certificate/Card, Credit Card (Visa,MasterCard, Amex, Discover, Optima, Other Credit Card), Debit Card, Electronic Checks, Store Credits and store check (for refunds). The company may define two additional tender types in the GL Account Setup - GL Accounts tab.

Hint

See Credit Card Processing Integration to learn how credit card integration provides a single step to taking a credit card or debit card payment.

Tender types...The different tender types are shown at the top of the form, Cash, Check, Visa, AmEx ..etc. Most are self-explanatory. These payment types are turned on/off in the Main-> Housekeeping-> Accounting Setup-> Account Setup-> Setup Tab.

  • Other credit cards: This can be used for any tender type not defined elsewhere.
  • Gift certificate: When a customer redeems a gift certificate.
  • Returned checks: When a check is returned from the bank, you take a negative payment for the amount of the check using this tender type. The customers ticket will then show the amount due, and the amount will show on your revenue report under returned checks.
  • Store check: In processing a refund it may be necessary to provide a store check as the refund tender type. This tender option is available when a refund is being processed.
  • Sec Dep.: This button will only appear if the customer has a security deposit. You would use this tender type if they are using their security deposit as a payment.
  • Store Cred: A situation may arise where the customer has overpaid his purchases or a item purchased was returned. In this case the shop owes the customer some amount of money. This credit may be refunded or used on future purchases. The amount due is converted into a store credit for the customer. Once a customer has a credit it may be used for payment on future purchases or refunded. The Store Credit tender option will display when the customer has a credit balance. This button will only appear if the customer has a store credit OR if the customer is an WEDDING event member and another member of the same event has a credit. The system will first use the selected member's credit over providing the option of using another member's credit.
  • Other Wedding Member's Store Credit You would use this tender type when the store credit of another customer within the same WEDDING event (event type must be WEDDING) should be used for payment. When a another member of the same event this customer is a member of (if they are a event member) has a store credit, it may be automatically transferred to this member and used for a payment on their event sales ticket. When a payment is being taken for an event member the system will quickly scan the other member's looking for store credits. The system will identify the member with the largest store credit and provide a Store Credit tender button for that amount. Hovering the mouse arrow over the button will display the store credit's owner. When used for payment the system will transfer the amount of the payment (up to the full amount of the Store Credit) to this member applying it as payment. The transfer of any store credit is logged for tracking and an event's transfer history may be reviewed from the Event's Event tab. All Store Credit transfer activity may be reviewed from Reports-> Daily Management Reports-> Store Credit Transfers. Hovering your mouse pointer over the Store Credit tender button will display the details of the credit. Store Credits may be manually transferred from one customer to another as well. This is done from the Customer Card-> Details tab of the customer who is in possession of a credit. On this form choose the Transfer Store Credit function button. *Electronic Checks (E-Check) are checks that are processed via an check reader and are validated/approved by a check guarantee service. Once processed the check may be given back to the customer. BBL does not currently support check readers, but once the check is approved outside of ProfitSystem the payment may be captured.

Refund store credit button...This is used to refund a store credit. Click this button first, then select the tender type for the refund. Enter the amount of the refund in the Amount Paid field. Enter the clerk and press Save Payment and Next. The customers store credit will be decremented and a refund will appear on their ticket.

Amount due...As you enter payments, this will show the updated balance due. This is calculated automatically by ProfitSystem

Amount paid...Here is where you enter the amount of the payment.

Amount applied...This is the amount of payment that will be applied to the ticket(s.) This is calculated automatically by ProfitSystem

Tendered, Change due...If the customer is paying with cash you can enter the amount tendered here and ProfitSystem will calculate the change due automatically.

Reference...You can enter extra information about this payment here if you like. For checks, you enter the check number. For credit cards not processed through the ProfitSystem Credit Card Integration, you can enter the approval number. For gift certificates, you can enter the certificate number.

Clerk...Enter the SA ID of the person entering the payment.

Save Payment button...This will add the payment to the list of payments at the bottom of the form. If this is the only payment, you can press Next to save the payment to the ticket. If there are more payments, you can press another tender type to enter another payment.

If you have the Credit Card Processing integration and you are entering a credit card payment, you will be see the Credit Card form at this point. You can then swipe the credit card to enter the account number and expiration date, or manually enter the information.

Delete Payment button...This will remove the selected payment from the list of payments.

Total payments this session...The total of all the payments you have entered here.

Total charge...The total due before you started entering payments.

Next button...This will save the payment(s) to the ticket(s) and close the ticket form and print the receipt.

Cancel button...This will discard all the payment(s) and take you back to the Ticket form.

Step-by-step description of the payment process

To enter a payment quickly:

  1. The Payments form is displayed.
  2. Click the tender type at the top of the form. The tender type selected is displayed at the top of the form.
  3. The cursor moves to Amount paid. Enter the amount to be paid and press Enter.
  4. If you are making a cash payment, the cursor moves to Tendered. Enter the amount tendered and press Enter. ProfitSystem displays the Change Due.
  5. The cursor moves to Clerk. Enter your SA ID, or use the binoculars to select one. Press Enter.
  6. The cursor moves to the Save Payment button. Press Enter to save the payment.
  7. The cursor moves to the Next button. Press Enter to complete the process.