Process a card payment over the phone for an Invoice

Owned by Jenna Buttershaw
Last updated: 20 Nov, 2023 by Hannah Letch
6 min read

Steps to process a card payment over the phone

 

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.

To find and view an Invoice, you will follow these steps:

  1. Access, filter, and search your Invoices DataGrid

  2. View the Invoice

Access, filter, and search your Invoices DataGrid

This step will take you to the Invoices DataGrid where you will apply filters and search to find the Invoice that requires payment

  1. Open the Finance > Invoices DataGrid from the main menu

    Finance tab

     

  2. 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

       

  3. 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

     

  4. Use the search bar for find your Invoice
    Searching the Invoice Reference is the most common way to search for Invoices

     

  5. Review the results in your DataGrid to find the specific Invoice that you will be processing a payment against

 

View the Invoice

This step will take you to a view of the Invoice so that you can check with the customer that you are about to take payment for the correct Invoice

  1. Once you have found the Invoice in the Invoices DataGrid, right-click on it to view the context menu options for this Invoice

     

  2. Click on the ‘View’ context menu option

     

  3. This will take you to a view of the Invoice

     

  4. 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

  5. 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

  1. 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

     

  2. Click on the ‘Make Payment’ context menu option

     

  3. This will take you to the Make Payment page for this Invoice

     

  4. If the customer only wishes to pay a partial amount of their outstanding balance, enter that amount into the ‘Partial payment/deposit’ box

     

  5. Select the method of payment and then enter the customer’s card details into the form

     

  6. Click ‘Make Payment’ to complete the payment

     

  7. You will see a confirmation page

Check the Transactions on the Invoice

  1. 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

     

  2. Click on the ‘Transactions’ context menu option

     

  3. This will take you to the Transactions DataGrid for this Invoice, from here you can view all payments and refunds recorded against this Invoice

     

  4. 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!