Overview
The Accounts Receivable (A/R) section in Shop Manager now supports batch payments, enabling users to pay multiple invoices with a single payment. To accommodate this new functionality, the Accounts Receivable page has been updated. This article will guide you through the process of searching, filtering, and selecting invoices for a batch payment, as well as provide step-by-step instructions for completing a batch payment in Shop Manager.
*NOTE: The Batch Payments feature is only available in select Shop Manager subscription plans.
Table of Contents:
- Navigating the Accounts Receivable Page
- Selecting Invoices
- Making a Batch Payment
- Viewing Batch Payment Receipts
Navigating the Accounts Receivable Page
To access Accounts Receivable, click the Shop Manager Reports $ tab in the left-hand navigation menu, then select the Accounts Receivable tab to view the list of invoices with outstanding balances.
Within the Accounts Receivable tab, you can apply filters to refine your list view and customize the columns displayed. The selected column preferences are saved by device, allowing for a personalized viewing experience based on the device you're using.
Please note that filters applied in the Reports $ section are consistent across all tabs. For example, if you set a specific date range and select particular staff members while viewing "Invoices," those same filters will automatically apply when navigating to the "Accounts Receivable" or "Exports" tabs.
At the very top of the Accounts Receivable page, there are 3 KPI metrics. These KPIs will update in real-time based on what invoices are selected. You can view the total amount of the invoices selected, the actual amount due, and then the count of the invoices in the batch. The selected invoice count will also appear within the 'Bulk Actions' button.
That's the brief overview of the Accounts Receivable page, next let's move on to selecting the needed invoices to prepare for the batch payment.
Once all your filters and sorting are completed, you want to ensure you only select the invoices that you need to apply a batch payment to.
By default, ALL invoices are selected based on the filters applied. To select specific ones, you can deselect all the current invoices by clicking the checkbox directly to the left of the 'Customer Name' column.
Then scroll through the list, choosing the ones needed. As mentioned in the prior section, there's two different ways to see exactly how many invoices are in the current selection.
**NOTE: In order to see the Batch Pay option, you must first have the Financial Actions permission to make batch payments selected on your staff profile.
After the appropriate invoices are chosen to pay, you will select the 'Bulk Actions' dropdown located to the right of the page, above the invoice list. Once the dropdown is selected, choose the action to perform a bulk payment.
The Batch Payment modal will now appear, offering an overview of the selected invoices. You can enter payment details, including the payment amount, payment method, accounting notes, and payment date. Partial payments can be applied, but overpayments are not supported and will result in an error.
*Please note that you cannot choose 'terminal' for a batch payment method, a separate terminal transaction would need to be performed then the authorization can be recorded as a manual batch payment in Shop Manager.
As a value is entered in the 'Payment Amount' field, the invoices in the list on the left will update in real time. If a partial payment is entered, the remaining outstanding balance will update accordingly in the payment modal. Also note that batch payments will be applied by oldest to newest invoices.
If the payment fields are field out appropriately, then it's time to post the payment. Select the blue 'Post Payment' button to complete the process and apply the payment to the selected ROs. Next, we'll see what payment completion looks like and how to access batch payment receipts.
Viewing Batch Payment Receipts
As soon as the 'Post Payment' action is performed, a new modal will appear giving you confirmation of the payment, an overview, and provides you with the ability to print a receipt. If you forget to print or save the receipt here, no worries, you can access the receipt any time under the 'Payments' tab in Reports $.
Below is an example of what a batch payment receipt will look like, as well as what the batch payment will look like within the payment log on an RO:
