PLEASE NOTE:
The majority of the contents in this guide apply to both StudioPlus Spectra AND myStratus Desktop.
In most cases, instructions referring to "Spectra" also apply to myStratus Desktop.
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Home > Payments and Refunds > Features of Payment and Refund Records
Features of Payment and Refund Records

A payment 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 Credit Memo. You can select Credit Memo 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) to save 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 press Ctrl+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 Standard, Professional, and Enterprise versions of both Spectra and myStratus 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/myStratus, 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 myStratus 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: www.studioplussoftware.com/help/credit_cards.aspx

Custom

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

Custom fields are available for your own use.

Status Notes

Spectra/myStratus will automatically store activity related to each payment/refund on the Status Notes tab. Information will include transaction dates and user information.



See also


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