Process a card payment over the phone for an Invoice

Steps to process a card payment over the phone

1 Find and view the Invoice
2 Make a payment against the Invoice
3 Check the Transactions on the Invoice

Related Helpguide Pages

Choosing your Payment Gateway

Learn how to process a card payment for an Invoice through your platform’s payment gateway

As an administrator you are able to process card payments on behalf of your customers on their Invoices that still require payment.

When a customer contacts you to make a payment against their outstanding balance, you will first find their Invoice, and then use the ‘Make Payment’ option to take their card information and process their payment.

Please note, you will need to have at least one payment gateway set up in your platform to take card payments; such as Stripe, WorldPay or Opayo. If you do not yet have a payment gateway set up in your accessplanit platform, please see our ‘Choosing your Payment Gateway’ helpguide page for more information on the payment gateways that are supported.

Follow this page to learn the steps to process a card payment for an Invoice on behalf of a customer.

Find and view the Invoice

This step will run through the process of identifying the correct Invoice ahead of payment being recorded.

Open the Finance > Invoices DataGrid from the main menu
Update the Filters that are applied at the top of your Invoices DataGrid
This will make sure your Invoice will be included in the results of the DataGrid, while also limiting the results down so that you can find your Invoice much quicker!
1. If you do not yet have a filter in your Invoices DataGrid to only view Invoices that are Outstanding or Part Paid, click on the ‘Filters’ drop-down button to the right of the filters bar
2. Click on the ‘+ Create New’ option
3. Create your new filter using the following settings:
  Status -- Is In -- Outstanding, Part Completed
4. Click the ‘Preview’ button to check that your filter works as you expect!
5. If you would like to save your filter for future use, provide your filter with a name and click on the 'Save' button
6. Your DataGrid should now only show Invoices that require payment, and you will have a new filter in your filter bar which you can toggle on/off by clicking on it
Make sure that the Invoice Reference and Invoice ID are included in searches made from your DataGrid search bar
Click on the arrow button attached to the right of the DataGrid Search to change which columns are referenced when you search
Use the search bar for find your Invoice
Searching the Invoice Reference is the most common way to search for Invoices
Review the results in your DataGrid to find the specific Invoice that you will be processing a payment against
Once you have found the Invoice in the Invoices DataGrid, right-click on it to view the context menu options for this Invoice
Click on the ‘View’ context menu option
This will take you to a view of the Invoice
Confirm the contents and the outstanding balance of the Invoice with your customer, to ensure you are looking at the right Invoice for their payment
Click on the ‘Invoices’ breadcrumb link at the top-left to be taken back to your Invoices DataGrid with your filters and search criteria still in place

Make a payment against the Invoice

This step is where you will enter the customer’s card information into your accessplanit platform to take their payment.

From your Invoices DataGrid, right-click on the Invoice you would like to make a payment against to view the context menu options for this Invoice
Click on the ‘Make Payment’ context menu option
This will take you to the Make Payment page for this Invoice
If the customer only wishes to pay a partial amount of their outstanding balance, enter that amount into the ‘Partial payment/deposit’ box
Select the method of payment and then enter the customer’s card details into the form
Click ‘Make Payment’ to complete the payment
You will see a confirmation page

Check the Transactions on the Invoice

The final step is to check that the transaction has logged successfully

From your Invoices DataGrid, right-click on the Invoice you would like to view the payment history for to view the context menu options for this Invoice
Click on the ‘Transactions’ context menu option
This will take you to the Transactions DataGrid for this Invoice, from here you can view all payments and refunds recorded against this Invoice
If you do not have visibility of the information you need to see about the payment on the Transactions DataGrid, you can adjust the columns included
1. Remove any columns that you do not need to see in your DataGrid by right-clicking on them and clicking the ‘Remove Column’ option
2. To add additional columns into your DataGrid to view more information for each Transaction, click on the ‘Change Columns’ button at the top right of the DataGrid results
3. Use the ‘+' button to add new columns in and click on the 'Apply’ button
4. You will now see the information you need, within your Transactions DataGrid!