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Payments Overview

Payments can be made for a single ticket, or apply a single payment to multiple tickets, or even take multiple payments and apply them to multiple tickets.

ProfitSystem supports multiple stores via the optional Multiple Store software option. Multi-Store allows support for a payment being accepted in a store for a sale created in a remote store location. See this topic's Multi-Sore payment section for more information.

ProfitSystem will apply the payment amount to the sales transactions on the selected ticket automatically. When the payment is a partial payment (a term called Deposit by many), the system will start applying the payment to the oldest unpaid sales transaction first and move forward to following unpaid sale transactions until the payment amount is fully used.

Payment tender options are set in Housekeeping-> Accounting Setup-> Accounting Setup.

Single payment for a Single ticket

  1. Go to the ticket.
  2. Click the Payment/Rtn. Check button. The Enter payments form displays.
  3. Click the tender type for the payment.
  4. Enter the amount paid, or use the default. If the tender type is cash, you can also enter the amount tendered and ProfitSystem will compute the change due.
  5. Enter the clerks SA ID and click Save Payment.
  6. If it is a credit card payment and you have the Credit Card Integration, you will be prompted to process the credit card.
  7. If you have other tender types, repeat steps 3-5.
  8. Click Next to save the payment. A receipt will print.

Note:

It is possible for a customer to have a store credit. This occurs when a customer has overpaid on a ticket. Scenarios exists where a relative provided a payment for a customer who has not yet purchased an item (sort of like a gift credit) or where a customer had paid for their item(s) then the item(s) were canceled from the ticket/ The resulting credit balance was not refunded to the customer.

Any store credit available to a customer will show as payment tender option on the payment form when that customer has that ticket that the shop is taking a payment for. The credit may be applied to a ticket balance as a payment. A Store credit may be given back to the customer as a REFUND. Display the customer ticket and choose the REFUND transaction.

When performing a REFUND the system will display the payment form asking the tender type of the customer REFUND DO NOT USE THE STORE CREDIT tender type as the form of payment going back to the customer.

Multiple ticket Payment:

Select Maine Menu-> Payments This will display the Select tickets to pay form

  1. Enter either the customer number or event number. You can search for either by using the binoculars button. ProfitSystem displays all the tickets for that customer/event that have a balance. Once a customer or event is chosen, all the tickets associated to the customer/event with a balance will be selected for payment.
  2. If you don't want to make a payment on a ticket, select it in the list and click the Remove Ticket from List button.
  3. You can select more tickets by repeating step 2.
  4. Enter the clerks SA ID and click the Next button.
  5. The Enter payments form displays.
  6. Click the tender type for the payment.
  7. Enter the amount paid, or use the default. If the tender type is cash, you can also enter the amount tendered and ProfitSystem will compute the change due.
  8. If it is a credit card payment and you have the Credit Card Integration, you will be prompted to process the credit card. Click Save Payment for the tendered payment.
  9. If you have other tender types, repeat steps 7-9.
  10. Once you have entered all the payments, click Next.
  11. The Apply payments form displays.
  12. Select a ticket from the list of tickets.
  13. Enter the amount you want to apply to that ticket.
  14. Click the Apply to Ticket button to apply that payment to that ticket.
  15. Repeat steps 14-15 until all the payment is applied.
  16. Click Done to finish the process.
  17. ProfitSystem will prompt for a receipt to be printed. The receipt will contain a recap of each of the tickets the payment was applied to.

Multi-Store payment

ProfitSystem refers to remote stores taking payments for another store's sales as a 'Remote Payment'.

Allowing a store to accept a payment for another store's sale does not require any special set-up. A ProfitSystem account must be assigned to the Remote Payment tender type within Housekeeping-> Account setup-> Accounting Setup-> ProfitSystem Accounts tab. The ProfitSystem software system is capable of automatically handling remote payments. The user sees no difference in the process. The Revenue Report reporting is affected with the presence of a new Remote Payment tender type. ​ Remote payments show under Tender section of the Revenue Report. Say a cash $100 remote payment was taken at a remote store (Store2) for a ticket with a sale created at Store1.

Cash receipt of $100 at Store2 Remotepayment of -$100 at Store2

RemotePayment of $100 at Store1

The cash at Store2 is shown on the revenue report, and offset by the remote payment. The remote payment at Store1 is used to offset the revenue or partial payment posting at Store1. ​ Security Deposits may also be accepted on tickets created at a different store. A security deposit involves a payment and is very similar scenario as a standard payment. However, in the case where the Security Deposit payment is forfeited and must be converted to revenue, the revenue and any adjustments are assigned to the store that originally created the ticket. ​

Security Deposits

The payment form behaves in a special way with the optional WinTPOS module installed and the Housekeeping-> General Setup-> System Setup Rental tab -> Minimum _ $ _ set to security deposit and a dollar amount. With these conditions, a payment on a rental order's ticket will check to see if the minimum security deposit has not been accepted. If not, the system will prompt the user and ask if a portion of the payment being entered can be used for the security deposit. If OK'd by the user, the system will re-apply a portion of the payment equal to the minimum security deposit and then any remainder will be applied as a partial payment..