PestPac Software

Overview: Effective with the release of Version 1.38, all payment entry will be done through the QuickPayment Entry screen. The design of the screen makes payment entry just as easy as before (if not easier) by allowing you to enter multiple transactions on one screen. The payments are saved as you go, and you never have to leave the screen until you are all done. This tutorial will teach you how to: Enter a payment and apply it to a posted invoice. Enter an open credit for a service or for no service. Enter a Renewal Prepayment. Enter a Prepayment for a recurring service Process one time credit card payments.

Company Setup Option

In the Company Menu, select Company Setup.

Under Payment Options, select Payment Screen. There is a new option called “Hide Services Not Assigned to Current Bill-To.” This will be unchecked by default. When it’s checked, it will only allow services (either from service setups or one time services) to be entered in the Service field in the payment screen. If you wish to use this option, check the box. Click on when finished.

Profile Options

In the Tools menu, select Profile.

Under General Preferences, you can select to Auto-Fill Bill-To’s and/or Invoices as well as choose whether you want the start field in the screen to be the Invoice Number or the Bill-To. If your clients typically do not note the invoice they are paying on their checks, it’s best to set the Start Field to the Bill-To Code. Click on when finished.

QuickPay Screen Overview

In the Customer Menu, select Enter Payment.

Click on the Create New Batch link.

Enter in the Invoice number or the Bill-To number in the highlighted fields above. If you want to do an invoice or bill-to search, click on the button next to the field. *Note – it is easiest to enter the Bill-To number first, then the payment information, and then click to apply the payment to the appropriate invoices.

Enter in the payment date. The field will default to today’s date. If you want to change it, you can either manually type in the date. Another way to change the date is to put your cursor in the field, and then press PageDown on your keyboard to bring up a calendar you can use to select the payment date.

Press PageDown and select from the list of Method of Payments for the MOP for this entry.

Enter in the reference for this payment i.e. the check number. If the MOP is cash, the reference will default to Cash.

Enter in the Amount of the payment.

If you entered the Bill To number and the payment information first, when you click on the next to the Invoice field, you can choose which invoices you want to apply the payment to as well as enter in discounts and discount reasons for the payment. Click on to save the payment.

The program will calculate how much of the amount you entered is currently unapplied and put it in this field. If the entire payment has been applied, this field will be $0.00. If there is a dollar amount in the field and you want to apply the payment, click on the link next to the Invoice field to apply the payment to one or more invoices.

If the payment is a prepayment for a one time service, Click on the blue link or press PageDown with your cursor in the field to select from the entire list of Services. Please note that the services available to choose from will depend upon your Company Setup options as shown at the beginning of this tutorial.

For customers using the General Ledger module, the default GL Code will be in this field. Press PageDown on your keyboard to select from the list of GL Codes if you want to use a code other than the default.

Click on to save your payment. Click on to cancel entering in the payment.

As you save payments, they will save in a list at the bottom of the screen. You may click on the link next to any payment to edit it or click on the link to delete the payment from the batch. **Note: if you choose to edit a payment, you must click on the button to save your changes.**

The Batch Amount is the amount of money you expect to have in the Batch. This can be helpful if you manually calculate the value of checks you are about to enter. You can populate that dollar total in this field so that as you enter payments, the balance is reduced. This way, it will be easy for you to see if the total of checks entered matches the total of payments you expected to enter.

For Ease of Data Entry, use the following keystrokes to improve efficiency: 1.Type the Invoice # and hit 2.Type in the MOP (Necessary for the first payment only. After that, the program will remember the MOP and hitting after the invoice # will bring you to the Reference field). 3. Type the Reference # and hit 4. Type the Amount and hit 5. Hit to Save 6. Type the next Invoice # and repeat.

Processing a One Time Credit Card Payment

You must enter in a Bill-To to process a one time credit card payment. Enter the Bill-To number in the Bill-To field or click on to do a Bill-To search.

Check the Credit Card checkbox. If you have credit cards entered in either the Bill-To or in service setups, they will appear here. Click on the blue link next to the credit card to use it to process the payment. Click on the blue Use a New Card link to use a new card.

If using a current card on file, you only need to enter in the Amount. If you are using a new card, you will need to fill in all the fields above. Click on when finished.

The Method, Reference and Amount will be filled in for you. Click on the link next to the Invoice field to select the invoices to apply the payment to. You will also need to fill in the Service field if you would like to apply the payment to a specific service. If the payment is a renewal prepayment or a prepayment for recurring service, you can select either option as needed instead.

Click on when finished.

Renewal Prepayments This option is used for customers who have a renewal in their account that has not already been performed and who need to prepay in order to keep their renewal.

After entering in the payment information, click on the Renewal Prepayments checkbox. Because this is a prepayment, you will not have a specific invoice to apply the payment towards yet.

Click the Renew checkbox for the renewal you want to renew and decide whether or not to Advance the Renewal Date and by how many months.

If you want to create an Invoice (bill) for this renewal so that you have something to apply the payment to, click on the Create Invoice checkbox. You can then enter in the invoice date and technician/salesperson information.

If you want to create a Service Order for the renewal, fill out the corresponding schedule fields and technician/salesperson information. The prepayment will stay on the account as an open credit until the service is completed. Once this service order is posted, the related payment will automatically be applied to the invoice.

If you want to create an Invoice AND a Service Order for this renew, check both boxes. **Please note: if you create both, the order type on the Service Order must be a Production. If you change the order type to Service Order, you will double bill your customer.** Click on when finished.

Advance Renewal Date This option is used for customers who have a renewal in their account that has already been performed and posted (invoiced) and you only need to enter a payment and advance their renewal date.

After you’ve entered in the payment information, click on the Advance Renewal Date checkbox.

Click on the renew checkbox for the renewal you want to renew. Enter in the number of months to advance the renewal date. The default will be 12 months. Click on the button next to the Invoice field to apply the payment to the renewal invoice. Click on to save your payment.

Prepayments Prepayments are used for customers who want to prepay for their service setups. You can include the Initial Service within this prepayment option.

Enter in your payment information, then click on the Prepayments checkbox.

Select which service setup you want to apply the payment towards.

If there is an Initial order tied to the service setup, you can choose to add it to the payment by clicking on the box next to the initial service. The payment will automatically be applied to it. You can also enter in a discount if you wish and a discount reason. If you want to Advance the Renewal for this service setup you can also do it here. Click on when finished.

This concludes the QuickPay Tutorial. If you have any additional questions, please click ASK in the top right corner of PestPac or call to speak to a support representative.