Account&See Invoicing and Accounting
Quick Pay
We used to receive many dozens of low-value cheques each month for goods we had supplied mail order. All the payments were cheques and all cheques were paid into our principal business bank account. Traditionally, we would locate the Invoice number in the Account Book, right click the entry and click Pay Invoice, entering the payment amount and clicking OK.Whilst allocating payments to invoices is not, in itself, a tedious task, entering between 30 and 50 small payments each month would take, invariably, ten to twenty minutes in total.
So, we developed Quick Pay to deal with payment situations like this.
To enable/disable Quick Pay Numbers, from the Print Options window (displayed when clicking Print from the New Invoice Creation window), clicking Settings & Language button and then selecting the Misc. Printing Options tab.
Quick Pay Limitations
A 'Quick Pay' payment cannot be used for part payments, overpayments, or if you need to record the cheque / credit card number or the payment is intended to be paid into a bank account other than the default account you have set up.
Quick Payments
If you use the Quick Pay system, a number is printed at the bottom of the remittance advice slip that is usually returned with payment by the customer. This number is printed in a font similar to that found at the bottom of your cheques to indicate account numbers etc.
So, subject to the limitations described above, you can instantly allocate full payment against an invoice or receipt by clicking on the Quick Pay button on the Main Screen, or selecting Quick Pay from the Main Screen or Account Book's File drop down menu. A pop up window appears asking you to enter the Quick Pay number printed at the bottom of the invoice. To reduce the risk of entering an incorrect Quick Pay number, we have incorporated the same number validation algorithm as used by all credit and bank card issuers - e.g. whilst 21534 may be a valid number, 25134 (where the second and third numbers have been transposed) would not be a valid number. Pressing the enter key or clicking on OK either notifies you if the number is invalid where you are then prompted to retype the correct number or, if the invoice has already been paid, a box tells you this. You cannot pay the same invoice twice, or if the invoice has been partially paid before, you will have to use the traditional payment method. If both these tests are passed, a message is displayed showing you the customer's name, invoice number and invoice amount that the particular Quick Pay number refers to. If these details are correct, press OK and the full payment is immediately allocated to the relevant invoice.
Related Topics
Adding a Customer
Adding a Product
Creating a Credit Note
Questions
Explain Product/Customer/Prefix/Group/Type/Department Codes
What are the differences between all the invoice types?
Will Account&See work for my business?
Do I need to use Product codes?