Collect Payments from Customers
Technicians aren't required to collect payments from customers in the field. However, depending on your organization's processes and the MobileTech setup, you can collect a full or partial payment for a field invoice after you complete a service call appointment and generate a field invoice for the appointment.
These types of payments can be used:
Cash
Check
Card
You can accept more than one type of payment for an individual invoice, but the payment fields in MobileTech can be used only one time per service call appointment. For example, you can collect cash and accept a check payment for the same invoice. However, you can't accept two check payments for the same invoice.
Before you can collect payment from a customer, you must complete the appointment. The payment amount is displayed on the field invoice when it is generated. See Generate a Field Invoice for an Appointment .
If you preview an invoice and then collect payment, the amount due that is displayed on the actual customer invoice reflects the payment that was collected.
Collect Payment
After you create a field invoice, the payment detail fields display this information from the customer's invoice.
Field | Description |
|---|---|
Service Call | The ID of the service call that is associated with the payment. |
Customer | The customer number and name that are associated with the service call ID. |
Location | The customer location that is associated with the service call ID. |
Invoice Number | The number of the invoice that was created and that the payment is associated with. |
Subtotal | The amount of the invoice before taxes, if any, are applied. |
Total tax | The amount of tax that is applied to the invoice amount. |
Invoice Amount | The total amount of the invoice. |
On Account | The amount that is owed by the customer. This amount is recalculated each time that you enter a payment amount. |
Transaction Date | The date of the invoice and payment transaction. |
To collect payment:
Select one or more types of payment. You can select more than one payment type, but you can enter only one amount for each type.
The amount from the On Account field is displayed in the Amount field for the payment type that you select. If you select more than one payment type, the amount from the On Account field is displayed in the Amount field for the first payment type that you select. Values in the amount fields for the various payment types change as you enter cash, check, and credit card amounts. The total amount of all payment types is calculated and then printed in the Amount Paid field on the customer's field invoice.If you selected Cash, enter the amount that the customer paid in cash. Cash Amount is a required field.
If you selected Check, enter the amount of the check and the check number. Check Amount and Check Number are required fields.
If you selected Card, enter the amount paid by credit card in the Card Amount field and select the type of credit card in the Card Name field. Only card names that are set up in the Credit Card Setup window in Microsoft Dynamics GP and that can be accepted by customers are available.
Based on your organization's policies and the application that is used by your organization to process credit cards, you might have to enter an authorization code that is returned from your credit card processor. If your organization requires an authorization code, your supervisor or another administrator in your organization will let you know if it must be supplied.
Select the Save icon to save the information that you entered and to start processing the customer's payment. If you select Close, a message is displayed and you can save and close, discard the changes, or continue editing.
Select the Sync icon to update the invoice with the payment amount.
After you select the Save icon, you can send the invoice by email to the customer. Payment information and the amount due, if any, are calculated and displayed on the invoice.
Don't remove the appointment from your device until the invoice is completed.
View Invoice and Payment Information
You can view processed invoices, unprocessed invoices, or all invoices, along with a payment summary of each invoice, if payments are being collected.
Select Invoices. Select whether to view processed, unprocessed, or all invoices. By default, all invoices are displayed. Your selected view will be saved the next time you view the invoice and payment information. If your organization doesn't use Field Payments, the list of processed invoices will be empty.
To view the payment summary, select Processed Invoices.
Select the Payment Summary icon to view the payment summary including the technician name, invoice number, customer, location, service call number, payment details, and report totals for the day and week. The Technician information and Date Created also display. You have the option to view the Current Week (default) or the Previous Week. The dates can be sorted ascending or descending. You can select Collapse All to view only the date, payment information, and totals, or Expand All (default) to view all details. The device may need to be rotated to landscape view to display the data.