RoasterPay: How to Process Payments
In this article we will cover how to process payments through RoasterPay and sync those payments to your accounting integration.
To learn more about how to setup and enable RoasterPay on your account see this article.
Overview
Overview of the Payment Flow
This is a high level overview of how payments flow through RoasterTools to your Accounting Platform
- Create a payment in RoasterTools
- Sync Payment to QBO
- Payment is automatically applied to the Invoice - Invoice will be marked as paid
- Record Payout Deposit and allocated Fees
Processing Payments
Prepay Payments
The easiest way to handle payments is with Prepay terms. A customer will be charged automatically when they place their order in the portal. In order for Prepay Payments to be charged, please note the following:
- Customer is set to Prepay terms
- There is a known shipping costs (delivery methods with live shipping rates will not be charged when placing an order)
- Customers that place orders for items that have mixed tax status (some taxable and some not) should NOT be set to Prepay Terms.
Important: In order for PrePay to work properly, a customer must have a delivery method with a known price (either $0 or some other known amount).
If the delivery price is TBD (because in that delivery method has a "live shipping price") then the order will be processed, but the customer will not be charged.
Processing Payments on Terms
If a customer is on Terms , you can manually initiate a charge either by invoice or by batch.
How to View orders with Payment Due
You can view payments due today on the Orders page in the "Payment Due Today " tab.
- Orders will move into the “Payment Due Today" section of the Orders Page on their terms Due Date.
- For orders with Terms of Due on Receipt - the Due Date will EQUAL the Ship Date
To review how Due Dates are Calculated - please see this article.
Collecting Payments per Invoice
Note: As of right now collecting payments for customers on terms is manually initiated by the user and not the customer.
- Click on the Invoice number
- At the bottom go to "Create Payment"
- Select the payment method you'd like (typcially the default method)
- Credit Card payments -"Paid" should now display at the top of the invoice for
- For ACH payments - the status will be Pending, until the funds are confirmed (typically 3-4 days)
Collecting Payments by Batch
We can easily collect payments from many customers at once on their Due Date with a Create Payments “Batch Action” on the Orders page.
Select orders on Payment Due Today Tab and Create Payments
- Go to Orders > Payment Due Today tab and review the orders in this status
- Select the orders you'd like to create a batch action payment for.
- Go to batch action > create payment
- This will create payments for all or selected orders
Optional: After you collect the payment, you may want to sync those orders to Accounting.
Note: if you already synced the order to accounting before collecting payment you will want to sync again to update the payment status
Note on Batch Payments:
- This will create a payment for:
- any order with a default payment method on file that is Credit Card
- You can confirm the default payment method by looking for the ⭐ payment method inside each customer.
You will get an email notification with a list of orders and the payments created
NOTE: This email goes to the the user that pressed “Create Payment”
- Those orders will be removed from the list of "due today" once a payment is created. Orders with payments that didn’t go through will remain on the list.
- If you selected an order that doesn’t have a payment method that is collectable, it will not mark the order as paid.
Next up: Syncing Payments to Accounting
- go to this article