Making Payments
To handle invoicing and payments, Zoho FSM has built-in integration with Zoho Invoice. This will allow you to conveniently and quickly create invoices for your work orders and offer a secure way to your contacts to make payments. This means your billing times are greatly reduced, resulting in immediate payments and realization of revenue. You will have two options available:
- You can either record an offline payment
- provide customers the options to make online payments
In Zoho FSM, you can record your payments from two places:
Make a Payment
You can record the details of the payment made for an invoice.
- Select the Work Orders module from the Work Order Management menu and click the work order whose invoices you want to record the payment for.
- Select the Invoices tab and click on the Invoice Number to open the invoice.
- Click Record Payment.
- Click Record Payment.
Any custom field added to the Payments Received form in Zoho Books/Invoice will also be listed under the Custom Fields section.
The status of the invoice changes to Paid.
Payments Module
Permission Required: Payments
Record a Payment
To add a payment:
- Select Payments from the Billing menu and click Create.
- Select a customer (Company/Contact).
The fields to record payments and the list of Unpaid Invoices will be displayed - In the Amount Received field, enter the amount you want to pay. The current date will be prefilled in the Payment Date field. You can change this date if required.
- Under Unpaid Invoices, in the Payment field for each invoice, enter the amount received for each invoice. You can record the full or partial amount. You can also leave an invoice as unpaid.
Only the invoices with Sent status will be listed here. - Click Save.
Any Amount in Excess will be stored as Credits. The payment added here will reflect in Zoho Books/Invoice too.
Send Receipt
Once the payment is recorded, you can send the receipt to the customer. To do so:
- Select Payments from the Billing menu and in the List view, click Payment # for the desired payment.
- In the Payment overlay, click Send Receipt.
- Click Send.
Online Payment
Your customers can make online payments for the invoices you sent them. For this option to be available, you need to configure a payment gateway in Zoho Invoice/Books. If you configure a payment gateway in Zoho Invoice/Books (Settings > Online Payments), that payment gateway will be available as the default payment option in your invoice. If multiple payment gateways are configured, all those will be listed in the online payment options section (refer to the screenshot below) of the invoice and you can choose the ones through which you wish to receive the payment.
Ensure that you configure the payment gateways in the correct Zoho Invoice/Books organization. You can navigate to the Zoho Invoice/Books organization by clicking on the Organization ID in Setup > Billing > Setup in FSM.
To make a payment, the customer will have to do the following from the invoice email or the invoice link:
- Click Pay Now.
The payment gateways that you had selected in the invoice will be listed at the bottom of the invoice. - Click Proceed to Payment. The user will be taken to the payment gateway's website.
If they choose to pay by credit card, they can enter the card details and click Make Payment.
Using Invoice Credits
Any excess amount paid by the customer (i.e. the amount that is not used to record payment for the invoices) will be available as invoice credits in Zoho FSM. These can be used later while recording invoice payment.
In Zoho Books/Invoice, record the excess payment made by the customer. To do so:
- Navigate to Sales > Payments Received and click New.
- In the Customer Name field, select the customer for whom you want to record the excess payment and in the Amount Received field, enter the amount. Click Save.
If there unpaid invoices present for this customer, a popover (Would you like this amount to be reflected in the Payment field?) will be shown. Click No for this amount to be considered as an excess payment. - Click Continue to Save.
This excess payment will be available as credits when you try to record payment for an invoice for this customer. To use the credits in Zoho FSM:
- Select the Invoices module from the Work Order Management menu and click the invoice you want to record the payment for.
- Click Apply Now in the Available Credits section displayed on top.
- Enter the amount you want to use from the credits and click Apply Credits.
You can either use the credits to record the payment of the full invoice amount or a part of the invoice amount. After you use the credits to record the payment of only a part of the invoice amount, you can proceed to record the payment of the remaining amount.
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