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Create Manual Payment Records for Revenue Reporting

  • Updated

If you collect customer payments for charges incurred on a contract through a different platform than Dealerware, you can create a Manual Payment Record on the Dealerware contract invoice to apply to the balance. This allows your dealership to report on revenue generated from contracts despite charging customers through a different platform. 

Create a Manual Payment Record

To create a Manual Payment Record, you must have the Accounting employee permission. 

  1. On the Dealerware Web application, select the relevant Contract ID from the Contracts page or from the Customer Profile.
  2. Navigate to the Billing tab of the contract. 
  3. In the Payment Information section, select the "more" button with three vertical dots next to the customer's Amount Due. 
  4. A small pop-up will appear. Input a value for the Payment Amount, then select Apply. 
  5. The amount due value will account for the newly created Manual Payment Record and the record will display in the Customer Payment History section of the page. 

Refund a Manual Payment Record

To refund a Manual Payment Record, you must have the Accounting employee permission. 

  1. On the Dealerware Web application, select the relevant Contract ID with an existing Manual Payment Record from the Contracts page or from the Customer Profile.
  2. Navigate to the Billing tab of the contract. 
  3. Locate the Manual Payment Record in the Customer Payment History section of the page.
  4. Select the "more" button with three vertical dots next to the Manual Payment Record. 
  5. A small pop-up will appear. Input a value for the Refund Amount, then select Apply. 
  6. The amount due value will account for the refund and a new record for the refund will display in the Customer Payment History section of the page. 

FAQs

What payment amounts will the system accept?
The system will accept a manual payment record between $0.01 and $99,999.99. 

Why can't I create a Manual Payment Record on a contract?
If you are unable to create a Manual Payment Record, you may be missing the Accounting employee permission. Otherwise, Manual Payments are blocked on contracts with credit card transaction history, including pre-authorization holds on a credit card. If there is credit card transaction history on the contract, the "more" button next to the customer's Amount Due will be disabled. 

If I create a Manual Payment Record on a contract, can I still charge the customer's credit card through Dealerware?
No, if a Manual Payment Record exists on the contract, credit card charging will be disabled on the contract. This obstacle exists to keep remittance reporting accurate. If you fully refund the Manual Payment, you will be able to process a credit card transaction on Dealerware. 

Where can I find a report of all payments logged in Dealerware, whether Manual Payments or credit card transactions on Dealerware?
The new Payments Report in the Reports section of Dealerware Web contains all payment data logged in Dealerware. 

 

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