Payments
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1. Payment

        Payment using advance/deposit cannot mix up with regular payment. Please use it separately. Payment must be one statement/invoice per part of advance/deposit payment.

2. Payment Audit Trail

        If the OR was printed but not posted, the invoice  is still unpaid. In order to trap the trail, developer created a table so that if clicked the button Print O.R./Post , the information will be save in that table.This is for troubleshooting purpose only.
In OR Delete, the OR is not deleted totally but the status will just change from 1 to 0. Trapping of OR sequence start from the last 30 days to the present only to avoid slowing down the system.

OR Delete/Cancel is for supervisor, manager, administrator, superuser accesslevel only.

3. Steps in making Payments

         3.1. Click Payments in the toolbar menu 
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          After clicking Payments the Payment Module will appear
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          Five (5) statuses of the Guest.
                  1. Reserve - This is if the guest/tenant has already give a reservation fee. 
                  2. Booked - This is if the guest/tenant has already give a reservation fee. 
                  3. In-Active - Guest/Tenant that contracts were expired and already ready to move out.
                  4. Non-Tenant - Guest/Tenant that have a short term contract. Maybe a few days or less than two months. Usually it is billed separately in manual invoicing module.
                  5. Active - Guests/Tenants that are currently in the dorm with the latest contract period covered.

         Clicking each status button will display all the guest with similar status. Use in filtering the guest. Clicking ALL will display all the guest regardless of status. 

         3.2. Select a Tenant in the left grid and all the billing of the selected tenant will appear in the upper right grid. See Figure below.
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         Clicking an invoice/statement in the upper right Grid will show the details of the particular invoice/statement in the lower right Grid. 

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         3.3. Click PAYMENT button and you will see the Payment and Posting module. See Figure below.
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          Five (5) types of Payment.
                  1. Check - Please click Set button to enter check(s). 
                  2. Credit Card - Credit card amount. 
                  3. Cash - Cash amount.
                  4. Bank Deposit - Bank deposit amount.
                  5. Apply Dep/Adv - Deposit or Advance amount.

          Note : Deposit/Advance Payment cannot be mixed up with regular Payment and it use Non-OR number. Regular Payment can be a mixed up of Check, Credit Card, Cash, and Bank Deposit and it use OR No./AR No. .



          Example 1: : Single Invoice Payment. .
               In the Figure below we want to pay Invoice No.: 16-0000401. You want to pay it in CASH, just type the amount in the textbox of Cash Amount and then click in the Left Grid Invoice No.: 16-0000401. Now Invoice No.: 16-0000401 will be highlighted, then click Apply button.
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               After clicking Apply button and the Short/Change is zero the Print O.R./Post button will be enable. If there are more than one Cash in Bank please select where you deposit the payment. Then select whether it as an OR or AR. After selecting the type of Receipt type in the correct OR/AR Number. Input the correct OR Date, Particulars, and Payor if any changes. Now you are ready to print the OR/AR Receipt by clicking Print O.R./Post button. Figure below will appear.
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          Figure above will appear if there is a skip sequence of Official Receipt (OR).

          Figure below is the preview of Official Receipt (OR). If the entries are correct please press PRINT button.
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          After clicking PRINT button a dialog will appear asking if it printed successfully. See Figure below.

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Clicking OK will automatically POST the OR. If the OR is successfully posted no popup will appear but if there is an error a popup will appear that the OR is not successfully posted. Clicking Cancel will not POST the OR and the invoice you are paying will not be paid.


          Example 2: : Multiple Invoice Payment. .
               In the Figure below we want to pay Invoice No.: 16-0000401 and SD-1500367. You want to pay it in CASH, just type the amount in the textbox of Cash Amount. Paying multiple invoice you need to type in the Payment(Amt+Vat)first the amount of the first invoice then click in the Left Grid Invoice No.: 16-0000401. Now Invoice No.: 16-0000401 will be highlighted, then click Apply button. Next is type in the remaining balance of the cash amount payment in the Payment(Amt+Vat), then click in the Left Grid Invoice No.: SD-1500367. Now Invoice No.: SD-1500367 will be highlighted, then click Apply button.

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               After clicking Apply button and the Short/Change is zero the Print O.R./Post button will be enable. If there are more than one Cash in Bank please select where you deposit the payment. Then select whether it as an OR or AR. After selecting the type of Receipt type in the correct OR/AR Number. Input the correct OR Date, Particulars, and Payor if any changes. Now you are ready to print the OR/AR Receipt by clicking Print O.R./Post button. Figure below will appear.
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          Figure above will appear if there is a skip sequence of Official Receipt (OR).

          Figure below is the preview of Official Receipt (OR). If the entries are correct please press PRINT button.
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          After clicking PRINT button a dialog will appear asking if it printed successfully. See Figure below.

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Clicking OK will automatically POST the OR. If the OR is successfully posted no popup will appear but if there is an error a popup will appear that the OR is not successfully posted. Clicking Cancel will not POST the OR and the invoice you are paying will not be paid.


          Example 3: : Invoice Payment with Creditable Withholding Tax. .
               In the Figure below we want to pay Invoice No.: 16-0000401. You want to pay it in CASH, just type the amount in the textbox of Cash Amount, usually if you type in the amount in the textbox of Cash Amount the amount will also appear in the textbox of Payment(Amt+Vat). If in case it is different just type in the amount, then type the amount in the text box of Form of WHeld Tax and be sure to check the Checkbox if the Tenant/Guest submit a CWTAX Form. Click in the Left Grid Invoice No.: 16-0000401. Now Invoice No.: 16-0000401 will be highlighted, then click Apply button.
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               After clicking Apply button and the Short/Change is zero the Print O.R./Post button will be enable. If there are more than one Cash in Bank please select where you deposit the payment. Then select whether it as an OR or AR. After selecting the type of Receipt type in the correct OR/AR Number. Input the correct OR Date, Particulars, and Payor if any changes. Now you are ready to print the OR/AR Receipt by clicking Print O.R./Post button. Figure below will appear.
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          Figure above will appear if there is a skip sequence of Official Receipt (OR).

          Figure below is the preview of Official Receipt (OR). If the entries are correct please press PRINT button.
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          After clicking PRINT button a dialog will appear asking if it printed successfully. See Figure below.

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          Clicking OK will automatically POST the OR. If the OR is successfully posted no popup will appear but if there is an error a popup will appear that the OR is not successfully posted. Clicking Cancel will not POST the OR and the invoice you are paying will not be paid.
Developed by Cloudlex Software Solution