Setting up Receive Payments
Payment methods, receipt numbers, attachments and who can take or cancel payments. For administrators.
Show the steps for
Payment methods
Receive Payments offers your company's active payment methods from Settings → Point of Sale → Payment Methods, except On account. The Payment Type of each method decides which extra fields are asked for: a cheque asks for the cheque number and bank, a bank transfer for a reference, a card for an authorization code. See Setting up the POS.
Each payment method needs a G/L account on the terminal (Configure Payment Methods on the terminal card). Without one, the payment is refused with a message naming the method.
Banks for cheques
The Bank list for cheques comes from your company's banks (Settings → General → Banks). When there are none, the screen shows No banks set up yet instead of the list.
Receipt numbers
Each terminal has its own Payment receipt number series (default prefix RCT), next to its invoice and receipt numbers. Edit the terminal in Settings → Point of Sale → Terminals and look under document numbering.
Attachments
The Files (optional) box in Receive payments and the Attachments tab of a completed payment appear only when document attachments are switched on for your company. Ask your Voltix contact if you need them.
Who can do what
| Task | Who |
|---|---|
| Receive a payment, reprint a receipt | Anyone who can use the Point of Sale on a terminal with an open register. |
| Cancel a payment | Managers and administrators. |
Finance postings
If your company uses the Finance app with automatic posting switched on, each payment receipt creates one journal entry: a line for the account of each payment method on it against the customer's receivables account. The account of each payment method is the one set on the terminal under Configure Payment Methods; a method without one is refused when the payment is recorded.
QuickBooks
Received payments stay in Voltix and are not sent to QuickBooks. Record them in QuickBooks as well.