Overview
You can record payments in Aspire even when no invoice exists yet. This is common when a customer pays ahead for future work. Aspire gives you three ways to receive a payment: through the Quick Menu, from the Payments tab, or directly from an invoice with an open balance. Keep reading or watch the video below to learn more!
Note
To learn more about applying payments to open balance invoices, read the Applying Payments to Invoices article.
Training Video
Things to know
A reference number is required on every payment. Use a value that helps you find the payment later, such as the check number.
When you record a payment with no matching invoice, Aspire creates a credit on the property or opportunity listed in the Regarding field.
Collection notes appear on the Receivables list and AR Aging reports. Use them to document advance payments so the balance is easy to trace when you apply it to a future invoice.
The Quick Menu method is the fastest way to record a payment when no invoice exists.
Requirements
To apply payments in the Payments tab as well as in the Quick Menu, you need View Accounts Receivable added to your user role.
Steps
Receive a payment with no balance from the Quick Menu
Follow these steps to record a payment when no invoice exists yet:
Select the Quick Menu in the navigation bar.
Select New Payment. A window opens where you can search by company, contact, or invoice number.
In the search field, enter the company or contact name.
Select Apply. The Payment screen opens.
In the Regarding field, select the property this payment applies to. In the Branch field, select the branch the payment applies to.
From the Payment Methods dropdown, choose the method the customer used. Options include Check, Credit Card, Cash, and EFT.
Note
Selecting Credit Card or EFT as a payment method does not process an electronic payment in Aspire. To learn about credit card or EFT integrations, read the How to Set Up Electronic Payments article.
In the Reference Number field, enter a unique identifier for the payment. For example, enter the check number.
In the Payment Date field, enter the date you received the payment.
In the Payment Total field, enter the payment amount. For example, enter "850.00".
(Optional) In the Collection Notes field, enter a note that describes the payment. For example, "Payment for future work".
Select Save.
Receive a payment with no balance from the Payments tab
You can do the same process above from the Invoicing module instead of the Quick menu:
Go to the Invoicing module > Payments tab.
On the right side of the screen, select the New dropdown.
Select Add Payment.
Complete the payment fields using the same process described in the Quick Menu steps above.
Select Save.
Expected results
After you save the payment, Aspire applies a credit to the property or opportunity in the Regarding field. The payment appears on the Invoicing module’s Payments tab. Collection notes display on the Receivables list and AR Aging reports.