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Taking Accounts Receivable Payments

Accounts Receivable (AR) is the balance of money due to your company for goods or services already billed through various modules within DockMaster but not yet paid for by customers.

Examples: Billed Service Work, Billed Storage/Dockage, POS Purchases that were put “On Account”.

Taking Payments

There are 3 ways to take payments in DockMaster for Accounts Receivable balances.

Back Office:  Payments that come in the mail such as checks, or direct wire transfers or one-off payments using the customer Card on File.

Note: You can also use Cash Receipts for taking in MISC Cash/Checks for things like rebates, soda machine money, Scrap Metal cash etc. using customer 99999 and a Cash Receipts Codes.

1) Accounts Receivable>Cash Receipts>Cash Receipts Entry

At Batch ID Enter N or New Icon for a new Batch #, Enter through Clerk ID and Dates (unless your dates are different, then enter specific date as necessary)

Customer ID Enter or search for customer and select.

Reference Number is either the customer check number, or you can simply hit enter to accept a unique Reference #.

Pay Type defaults to CK, or you can right click (or F6) to choose a different payment method, or Right Click (or F7) to use the customers Stored Payment Option (i.e., Credit Card on File if you have an integrated credit card solution installed).

Amount is the amount of this payment. (You can see the customers total balance due to the right of the customer ID once entered).

Description can be left blank if this is a standard payment against invoices, or you can note any special description which will show on the payment.

Action: is a Dropdown list of what to do with the payment, the choices are:

  • Apply to Invoice: Pay a single or multiple open AR Invoices.
  • On Account: Just puts a credit on the customers account to use/apply later.
  • Work Order Deposit: To apply directly to an Open WO.
  • Special Order Deposit: To apply to an Open Special Order.
  • Boat Sales Deposit: To apply to an Open Boat/Motor/Trailer Contract.
  • Reservation Depoist: To apply to an Open Reservation.
  • Storage Deposit: To apply as a Security Deposit on a specific boat (for storage).
  • Key Deposit: To apply as a Deposit for Keys, and other nonspecific boat related items.
  • Wait List Deposit: Top apply to a Wait List that the customer is on.
    • Note: On the waitlist, the person on the waitlist must first be turned into a DM customer.

Once you have selected the action you will then right click at the “Document” to pick the related item.

               In the example below we chose Apply to Invoice, so F6 to see a list of Open Invoices.

Select the appropriate document(s) to pay based on your Action selection.

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Once the Document(s)/Invoice(s) are selected click the Update button.

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Save and clear to reuse this Batch throughout the day or Post the batch.

2) Accounts Receivable>Cash Receipts>Auto Cash Receipts

Auto Cash Receipts is automated credit card payments that is used for Dockmaster’s integrated credit card solution.  For more information you may request the tutorial for Auto Cash Receipts.

Customer Facing: When a customer is in your facility at the Store, Parts/Service Counter, Fuel Dock etc. and wants to make a payment on his account (Example: Pay for a Work Order)

3) Point of Sale>Functions>Received on Account

Customer ID Enter or search for customer and select.

Current Balance will show the customer current AR balance.

Payment Amount you will enter the amount the customer is paying you at this time.

               (Everything owed or Partial Payments are acceptable)

Invoice(s) to Pay you can individually select open invoices to pay, or use the Auto Apply button to select the oldest invoices to the newest invoice (if total balance is not being paid).

Comments are not required but can be used if you want to make any special notations regarding this payment.  These comments will print at the bottom of the customers payment receipt.

Finish/Pay will take you to the normal POS payment screen where you will choose how the customer is paying, then Complete the transaction.

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**If at any point you run into any issues, feel free to email [email protected] for assistance.**