Receive a payment in Pavo

Use Receive payment whenever a customer pays you. That covers money you already have, like a check, cash or a wire, and money you collect now, by card, ACH or your card terminal. Pavo applies the payment to the invoices or sales order you choose and sends it to OMS.

Open Receive payment

Use whichever is closest:

• Accounting > Accounts Receivable, then the Receive payment button at the top of the sidebar.
• The + Receive payment button on the Payments menu.
• The receive payment button on a customer's page, on an invoice row, or on the Invoice Payments, S/O Deposits, Receipts and Charges lists. These fill in the customer for you, and the invoice too when you start from one.

Step 1: Who is paying?

1. Start typing the customer's name or ID and pick the customer.
2. Under Apply it to, choose:
   • Invoices, for a payment against invoices that have been billed.
   • Sales order deposit, for a prepayment on a sales order that hasn't been invoiced yet. It's listed under S/O Deposits until it's applied to the order's invoice.

Step 2: Amount and invoices

The customer's open invoices (or sales orders) are listed with their balances.

1. Select the invoices this payment covers. Each one starts at its full balance. Change its Payment Amount to pay part of it.
2. If you know how much you received, for example the amount on the check, enter it in Amount received:
   • The selected invoices must then add up to exactly that amount. The total above the list shows how much to add or subtract.
   • Click Fill from the top to have Pavo do the selecting. It keeps the invoices you've already selected, then pays invoices in full from the top of the list until the amount runs out. The last one may be paid in part.
   • Leave Amount received blank to pay whatever the selected invoices add up to.
3. Card surcharge (only if your company charges one): turn on Add the card surcharge when paid by card to pass the surcharge on. It's added only if the customer pays by card, never for ACH, checks or cash. Surcharges are set up in Settings > Payments.

The bar at the bottom summarizes the payment, for example "$1,250.00 to 2 invoices". If the invoices don't add up to the amount received, the bar says by how much.

Step 3: Choose how it was paid

Click Receive $amount. The Add Payment window opens. Under Payment Method, choose one of:

Credit Card

1. Pick one of the customer's saved cards, or Add New Credit Card and enter the card.
   • To keep a new card for next time, check Save this credit card for future payments. See Saved payments methods for a customer.
2. If a surcharge applies, the window shows it and the total that will be charged. Some gateways work out the surcharge from the card itself, so it appears after you pick or enter the card. Let the customer know about the surcharge before you charge.
3. Click Pay $amount.

eCheck (ACH)

Shown when your gateway is set up for ACH.

1. Enter the routing number, account number (twice) and account name.
2. Click Pay $amount. ACH payments never carry a card surcharge.

Other: money you've already received

Use this for checks, cashier checks, cash, wires and anything else that didn't go through your gateway.

1. Under Select Method, choose Check, Cashier Check, Cash, Wire Transfer or Other.
2. Fill in:
   • Date Received: the day the money arrived. It can't be a future date.
   • Bank: the bank it was deposited to, from OMS's Bank File. Pavo remembers the last bank you used on this computer.
   • Check #, Wire confirmation #, Receipt # or Reference #: required for checks, cashier checks and wires; optional for cash and other.
3. Click Record $amount.

If your company has no payment gateway set up, Other is the only choice.

Receipt email

Send email receipt emails the customer a receipt.

• For card and ACH payments, it starts on when the customer has an email address.
• For payments you record under Other, it starts off. Turn it on if the customer wants a receipt.
• When it's on, you can change the To and CC addresses. Sales reps assigned to the customer may be CC'd automatically, depending on your settings.

Pay on your card terminal

If your company has a card terminal, the bar at the bottom also has a Pay on terminal name button. Below it, a banner shows whether the terminal is ready:

• Terminal name is connected: click Pay on terminal name and have the customer tap, insert or swipe their card.
• Terminal name is not connected: make sure the terminal is turned on and online, then click Check again. The button stays disabled until the terminal connects.

See Payment Gateway Supported Features for supported terminals.

When it's done

Pavo shows Payment Succeeded! for a charge, or Payment Recorded for a payment you recorded. It also shows the total (including any surcharge) and a transaction ID. Click Receive another payment to start over.

The payment appears under Invoice Payments (or S/O Deposits), and card and ACH payments also appear under Charges. See Accounts Receivable in Pavo.

Taking a payment from an invoice or sales order

You can also take a payment from an invoice or sales order:

1. Open it and click Add Payment... in its Payments card (Deposits on a sales order).
2. The same Add Payment window opens for that document. You can lower the amount to take a partial payment.

Applying a credit memo

Receive payment doesn't offer credit memos, because applying a credit doesn't bring in money. To apply an existing credit to an invoice:

1. Open the invoice and click Add Payment....
2. Choose Other, then select Credit Memo under Select Method.
3. Enter the credit memo #.
4. Click Record.

Available credits are listed under Accounting > Accounts Receivable > Credits.

Troubleshooting