Invoice Prepayments: Payment Receipts

After a prepayment for an invoice has been processed, you can provide your customer with proof of purchase by generating a payment receipt for the released transaction. On the Payments and Applications (AR302000) form, you can print the payment receipt or send an email with it.

You can generate payment receipts for documents with the Payment, Prepayment, Refund, Voided Payment, and Voided Refund types.

You can use this functionality if either of the following conditions is met:

  • The payment has been created with the Credit Card, POS, or EFT payment method, and has been captured and released.
  • The payment has been created with the Cash, Check, or Direct Deposit payment method, and has been released.

The PDF attachment in the generated email includes the payment details. You can also print this PDF report.

Functionality Setup

To set up this functionality, do the following:

  1. On the Settings for Use in AR tab of the Payment Methods (CA204000) form, select the Send Payment Receipts Automatically check box for each needed payment method.

    With this check box selected, payment receipts for the specified payment method will be sent automatically to customers from the Payments and Applications (AR302000) form. Regardless of the state of this check box, users can also manually send payment receipts from this form.

  2. On the Mailing & Printing tab of the Accounts Receivable Preferences (AR101000) form, make sure that the PAY RECEIPT mailing ID is shown in the Default Sources table. The Active check box should be selected for this mailing ID.
    Tip: This row in the table defines the mapping between the mailing and the email template. If your organization needs to change or update this mapping, a system administrator can do it on the Customer Classes (AR201000) or Customers (AR303000) form.
  3. On the same tab, add mailing recipients to the Default Recipients table.

Automatic Generation of Receipts

You use the Print/Email AR Documents (AR508000) form to mass-process payment receipts and schedule the automatic sending of them. To generate emails with payment receipts for invoice prepayments, perform the following steps:

  1. On the Print/Email AR Documents form, select Email Payment Receipts in the Action box.
  2. In the Selection area, specify the selection criteria for documents.

    The system displays documents of the following types: Cash Sale, Cash Return, Payment, Prepayment, Voided Payment, Refund, and Voided Refund. For payments, prepayments, and refunds displayed in the table, the Emailed check box is cleared on the Financial tab of the Payments and Applications (AR302000) form.

  3. Select the Included check box in the row or rows for the needed documents and then click Process on the form toolbar. Alternatively, click Process All to process all documents.

    The system generates an email message and attaches it to the document on the Payments and Applications form. Once the email has been created, the Emailed check box is selected for the document on the Financial tab of the Payments and Applications form.

To schedule the automatic sending of payment receipts, an administrative user should perform the following instructions:

  1. On the Payment Methods (CA204000) form, select the Send Payment Receipts Automatically check box for the needed payment methods.
  2. On the Print/Email AR Documents (AR508000) form, create a schedule. Once the schedule is created, payment receipts will be automatically sent to customers based on this schedule. For more information about schedules, see Scheduling Automated Processing.

Manual Generation of Receipts

On the Payments and Applications (AR302000) form, you generate payment receipts by doing either of the following:

  • On the More menu of the form, clicking Print Payment Receipt to print the receipt in the PDF format.

    The system opens the printable document on the Payment Receipt (AR643000) report. The Payment Details section at the bottom of the report shows the document type, transaction date, payment method, and the total amount paid.

    After printing the document, the system selects the Printed check box for it on the Financial tab of the Payments and Applications form.

  • On the More menu of the form, clicking Email Payment Receipt.

    The system generates an email message and attaches it to the form. Once the email has been created, the Emailed check box is selected for the document on the Financial tab of the Payments and Applications form.