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Apayment record holds all the
information regarding an individual payment (or refund). You can find specific payments on the Summary tab of a client record,
or in the Payment and Refund
portion of an invoice.
Double-click on a payment or refund to open it.

WHAT’S THE DIFFERENCE BETWEEN A PAYMENT AND A REFUND?

A payment is used to record money
received from a customer. A refund is used to record
money payed
back to a customer. Both payments
and refunds are entered using the same window. However, a payment
is created from an invoice and a refund is created from a CreditMemo. You can select CreditMemo from the invoice type drop-down list.

Payment/Refund Menu and Ribbon #

Payment/Refund Menu #

File Menu – Open the File menu to see choices
such as: Save, Save
& Close,
Save & New, Delete,
Unapply Payment, Payment
Methods, and Close
Form. There may be additional
choices on the menu depending on some of the optional components of
the software. Many of the menu choices are also available on the ribbon
(described below), but there are several items that are only available
on the Payment/Refund menu. They include:

Un-Apply
Payment – (available in ) Use this menu option to un-associate this payment
from the invoice it is currently applied to. The payment will
still exist and can be applied to another invoice until it is
deleted.
Payment Methods – Use this option
to manage the client’s payment methods. See also: Client
Payment Methods

Notification
Area and Help Button – On the far
right, you will see flashing notification lights if there is something
about a payment that warrants special attention. Click Help
to get online help for this window.

Payment/Refund Ribbon #

Many of the features available on the File menu are also available
here on the toolbar. If you’re not sure what a certain tool is for,
hold your cursor over the button and wait for a tool tip to be displayed.

Home Tab #

File Group #

Save the record by choosing Save (or press Ctrl+S).
Click Save
and Close (or press Ctrl+W) tosave the record and close the payment/refund screen.
Save the payment and open a new
payment record by clicking Save and
New (or press Ctrl+N).
To delete a payment, open the record
you want to delete and click Delete
on the File group of the ribbon
(or press Ctrl+D).

Print Group #

Print
– Print a receipt or invoice.
Preview
– Preview a receipt or invoice.
Export
– Export a receipt or invoice.
Mailing Label
– Print a mailing label showing the client’s name, address, and other
information as defined in Printing
Preferences.
Account Label
– Print a file label with the client’s name, address, phone number,
client number, and other information as defined in Printing
Preferences.
Custom Reports
– Print, preview, or export a custom report.

Clipboard Group #

Cut –
You can cut text by highlighting the text you want to cut and then
choosing Cut from the Clipboard group (or
press Ctrl+X).
Copy –
You can copy text by highlighting the text you want to copy and choosing
Copy from the Clipboard
group (or press Ctrl+C).
Paste
– You can paste previously cut or copied text from a large variety
of applications by first cutting or copying the text and then placing
your cursor in the desired location in the payment record and choosing
Paste from the Clipboard
group (or pressCtrl+V).
Special Copy
– Copy the text (in label format) that would print onto a mailing
label or account label to paste into another field or program.

View Group #

Client
– Open the client associated with this payment.
Invoice
– Open the invoice associated with this payment.

Communication Tab #

Phone Calls Group #

New Call
– Click to create a new call record with a due date of
today and no completed date. You can use the call today or change
the due date to another date in the future.
Completed Call
– Create a call record that is both due and completed today.
Dial Phone
– If you have a TAPI-compliant phone system connected to this computer,
use this option to have the software automatically dial any of the client’s
phone numbers.

Messages Group #

NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop.

New SMS Text
– Click to create a new SMS text message or to merge the client information
into a form letter or custom report that can be sent directly to the
client as a text message.
New Email
– Use this tool to merge the client information into a form letter,
HTML email, or custom report and then send the email directly to the
client associated with the payment. An email address must be entered
for the client and outgoing email must be set up on the computer you
are working on. See also: Workstation
Preferences > Email
Completed Email
– Click to record details from a client
email you received or sent outside of Spectra/Stratus, attaching the
information to the client record for future reference.

Letters Group #

Print Letter
– Merge the information for the client associated with this payment
into a form letter and print it.
Preview Letter
– If you preview a form letter you can modify the text before you
print it.
Export Letter
– Export the letter as an Adobe PDF. You can also choose other electronic
formats like text, rich text, Excel file, or even HTML formats.
Mailing Label
– Print a mailing label showing the client’s name, address, and other
information as defined in Printing
Preferences.
Account Label
– PPrint a file label with the client’s name, address, phone number,
client number, and other information as defined in Printing
Preferences.
Special Copy
– Copy the text (in label format) that would print onto a mailing
label or account label to paste into another field or program.

Client and Invoice Information #

The software automatically displays the client and invoice information associated with the payment/refund. This is for informational purposes only and cannot be modified without opening the client or invoice records. The Email and Map functions can be used.

Payment/Refund Detail Section #

General Tab #

This is where the payment (or refund) information is stored (and entered
when not using a wizard).

Type
– Payment or refund.
Refund/Payment
Date – Date the payment or refund is applied to the invoice.
Refundable
– This box should be checked if the payment is refundable. An Until date can be entered when the payment will automatically become non-refundable. Note: If the payment is
not refundable, make sure this box is unchecked.
Future Payment
– This box should be checked if the payment is a future payment and a Due Date should be chosen. A future payment appears on the invoice Order
Detail tab as “pending”
and will be in colored text. See also: Payment Plans
Payment Method
– The method being used to make the payment (or refund)
is chosen from the drop-down list. If a credit
card is already on file for the client, that card will be displayed along with
your company’s standard choices. To add a client payment method, click File > Payment Methods. See also: Client Payment Methods. To edit your company’s standard choices,
go to Maintenance
> Invoice > Payment Methods. See also: Payment Methods

HERE’S A FLASH FOR YOU!

Spectra and Stratus provide direct integration with a credit card processor which streamlines your ability to accept credit cards, as well as maintain PCI compliance for your business. Read more: Credit Card Processing Overview
Credit Card Number
– Type the customer’s credit card number. This field is only available
if the payment method selected is a credit card. The credit card number
will be masked on all reports and future transactions.
Expiration Date
– Type the expiration date found on the customer’s credit card. This
box only appears if the payment method selected is a credit card.
Customer Name,
Address, Zip Code – These fields are optional, although filling
them in usually reduces your bank’s charge for processing a credit
card through the program PC Authorize.
Authorization
Code – If you’re using one of StudioPlus’ integrated credit card
processing services, authorization information will be automatically
entered in this field.
Check Number
– Type the customer’s check number if the payment method is check.
Payment Amount
– Type the amount that was paid on this invoice (or refunded against
this credit memo).
Amount Tendered
– For cash payments, enter the amount tendered and Spectra will automatically
calculate the change due.

PATHWAYS TO SUCCESS…

Increase efficiency by
using the optional credit card authorization services. Using one
of these services allows your staff to authorize a credit card
from any computer, by clicking Authorize. In addition, you could possibly be charged
lower service charges by your credit card provider because of
the additional customer name, address, and zip code information
that is transmitted during the authorization process. For more
information go to our website here.

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