Payments and invoices to collect

This page assumes the Payments and cash register feature is turned on (Settings › Features, see Features).

The Cash register page (Cash menu) brings together what the garage has collected and what is still to collect. It opens with the View payments, unpaid invoices and statements permission (Payments and To collect tabs) or View the cash book (the Cash book tab); each member only sees the tabs they are allowed to see (Administrator and Reception roles; the Technician has no menu entry).

At the top, indicators depending on your rights:

• Collected today: total and breakdown by method, with the daily closure rule (and its Z report): payments received today (refunds deducted), minus the cancellations made today, even of a payment from another day;
• Unpaid: total balance due of invoices and deposit invoices, split by how late they are (0 to 30 days, 31 to 60 days, Over 60 days; an invoice not yet due counts in the first bracket);
• Theoretical balance and Last count of the cash drawer (shown by the cash book on its own tab).

Everything updates by itself when another device takes a payment.

Payments

Customer names are only shown (and exported) with the permission to view customers.

The Payments tab lists the payments received over a period (today by default, one year at most), most recent first: date and time, customer, method (and Deposit or Refund where relevant), documents paid, member who recorded it, amount. A cancelled payment stays listed, struck through, with the date and reason of the cancellation.

• Period: the Today, This week and This month buttons, or a precise period (From, To) in the Filters menu, which also holds the method, recorded by (members who took payments over the period) and the customer (if you can view customers). Each choice applies immediately and the active filters appear as removable chips; the start date cannot follow the end date.
• Totals by method: non-cancelled payments of the period (a refund counts negative), and their total. The daily closure, for its part, counts a cancellation on the day it is made: to reconcile a day with its Z report, use the Collected today indicator or the report itself.
• The list shows 25 payments per page: the pagination bar below the table leads to the next pages; the CSV export stays complete (the whole filtered period).
• The ⋯ menu of a line gives the payment receipt (A4, 80 mm, email).
• Export payments (CSV), in the ⋯ menu of the page header, downloads the same lines and totals (times in the garage’s time zone, amounts in euros and in cents, number of payments per method; 5,000 rows at most: beyond that, a message asks you to shorten the period). The export is not a fiscal document: the payments sealed in the journal prevail.

To collect

The To collect tab lists the invoices and deposit invoices with a balance due, oldest due date first: document, customer, due date, overdue (green pill up to 30 days, orange from 31 to 60, red beyond; “Not due yet” before the due date) and balance due.

• Take payment on a line opens the payment dialog on that document.
• Grouped payment: tick several documents of the same customer, then Take payment for the selection: the dialog splits the amount from the oldest document to the most recent, editable line by line. Documents of different customers are not paid together: the button stays disabled and the screen says why. The list shows 25 documents per page: the selection applies to the page shown and is cleared when you change page.

Taking payments requires the Take payments, refunds and deposits permission; never in a support session.

Send a payment reminder

Send a reminder on a row opens the email sending of the invoice (its original attached), prefilled with the text of the suggested level: Reminder the first time, then Second reminder, then Formal notice (which, for a business customer, mentions late-payment penalties and the €40 fixed recovery fee of article L441-10 of the French Commercial Code). Recipient, subject and message can be checked and changed before sending, as for any document sending.

Once the email has left, the reminder is recorded: the row shows “Reminded on …” and its level, and the next reminder suggests the following level. The same invoice cannot be reminded twice at the same level on the same day; a settled invoice can no longer be reminded. Nothing is recorded if no email could leave (a contact without an address, for example). A reminder neither issues nor changes any document: it is not in the fiscal log, only in the audit log.

Sending a reminder requires the invoice sending permissions (issue invoices, view clients, upload documents, notify clients) and the permission to view payments; never in a support session. SMS reminders will come with SMS sending.