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This guide shows you how to process a Payment on a Cash Invoice in Workshop Software, from finalising the Invoice through to recording the Payment method and amounts.
Cash Invoices are used for Customers who pay at the same time they collect their vehicles.
Process the Invoice and Record Payment
A Cash Invoice combines two transactions, Processing the Invoice which raises the full Invoice balance on the Customer and recording a Payment which clears all or some of this Balance.
Please Note: If a Customer is paying later or has a Credit Account with your business set the Invoice's Account Type to Account, process the Invoice and follow this article's instructions on how to process a Customer Payment when they pay.
Check the Account Type
- Before processing, ensure the Account Type on the Invoice is set to Cash.
Process the Invoice
- Once work is complete and the Invoice is correct, click the green Process button in the bottom right corner. This will finalise the Invoice - no further changes can be made after processing.
Record Payment Details
- A Payment screen will pop up after clicking Process.
- Click the Payment Method field (A) and select the correct method (cash, card, EFTPOS, etc.) , you may also enter a Reference (B) if required.
- In the Amount (C) field enter how much was paid today.
Please Note: If you need to set up Payment options see Add or Edit Payment Methods.
- Click the green Process button to complete the Payment.
Multiple Payments
- If the Payment is split across multiple methods, click the green + button to add multiple Payment lines.
Good to Know
- Once processed, an Invoice cannot be edited. Double-check all details before clicking Process.
- If you need to make changes after processing, you will need to copy and save the Invoice then void or create a credit for the original.
- Payment methods can be customised in Settings > Payment Methods.
Frequently Asked Questions
Can I split Payment across multiple methods?
Yes, you can add multiple Payment lines on the Payment screen - for example, part cash and part card.
What if the customer does not pay the full amount?
If only a partial Payment is made, the remaining balance will show on the Invoice and as a Customer balance. You can record additional Payments later.
