This next round of updates to the Zoey Order Management System (OMS) include some exciting foundational changes to Payments, Invoices, and Refunds! We’ve also updated the design of our OMS interfaces, and much more. Let’s dive into the latest additions and improvements!
Updates for Payments
A brand-new Payment object has been added to Zoey! This new Payment record has greater flexibility to allow you to Edit, Refund, or Void an individual Payment. Multiple partial Payments can be applied to one Invoice, and multiple Invoices can be linked to one Payment!
Through the Zoey Admin you can Capture Payment against any Open Invoices on the Order you are working with. Customers don’t yet have the ability to configure a custom amount they wish to pay. When customers make an online payment, they will be paying the Requested Deposit amount or the remaining balance of an Invoice.
If you need to make a correction, Offline Transactions can now be Edited! That includes Deposits collected through offline payment methods, and even offline Refunds.
Partial Invoice Payments
This has been a foundational update to the “Payment” record. In the Zoey Admin you can now capture Partial Payment of Invoices. You can specify a dollar amount to capture “Offline” (i.e. Check, Cash, etc…) or using “Pay Now” which gives you access to the customer’s saved Credit Cards or ACH Bank Accounts. Each Payment will be applied to the specified invoice until paid in full.
Another notable change as a result of this update is that Payments and Payment Receipts in the Admin, Email and PDF will no longer show line items. In the example email below you can see important details like Invoice Total, Total Paid, and the remaining Balance of the Invoice are sent to the customer.
Click here for more Payment info!
New Payment Refunds
Refunds can now take place through the Payment itself! After a Payment/Deposit is collected you can open the transaction and start a Refund. You don’t have to refund the entire payment! Partial refunds can be issued to your customers simply by entering the amount you’d like to return from that Payment for each Invoice it’s applied to.
This also means you can refund an amount from a Paid Invoice to re-open it! Further Payments can then be made against the same Invoice. If an Invoice’s payment gets completely refunded, then that Invoice can be voided. Furthermore, if an Order is in the Completed state/status, it will be set back to Processing when a payment is refunded. Refunds can even be edited! The Invoice’s totals will always update to reflect the remaining unpaid and paid balances after any changes.
You can partially refund a Payment even if it is applied to multiple Invoices! Online refunds will be sent through the payment processer by which they were originally paid.
Open a Payment transaction and click the 3-dots to click on Refund. That will open a new screen where you set the total being refunded from each Invoice linked to the Payment.
While setting the Refunding amount for each Invoice linked to the Payment, you can see the Initial Payment Amount and the Total Paid from the Payment which will remain applied to the Invoice.
Click here to learn more about Payment Refunds!
Deposits
This release brings a long-requested functionality to the Web Admin: Capturing, Recording and Requesting Deposit Payments.
Depending on your business workflow, Deposit Payments can be recorded as:
- Unapplied – Recorded as a Deposit Payment Transaction linked to the Sales Order and Account and does not require an Invoice. This update allows unapplied deposits to be marked as collected offline – online/credit card and ACH functionality will be added in a future release. These Deposit Payments will be auto-applied to the next invoice created from the same Sales Order.
- Applied – When creating an Invoice in the admin we now allow “Capture Payment” to specify a Deposit amount. Deposit payments against the invoice can be calculated as a percentage or dollar amount. Payment can be captured using Pay Now, with an existing Credit Card authorization from the Sales Order, or marked paid offline.
- Requested – This feature allows the Invoice to be sent to the customer to collect the Deposit Amount due on receipt using the Invoicing/Bill Pay functionality that exists on the Storefront. As with invoicing today, customers will receive an Invoice Email, but with “Request Deposit” enabled, they will be asked to pay the current due amount for the deposit. Once paid by the customer, the Deposit Payment transaction will be recorded, applied to the Invoice and the remaining balance can be collected subject to the terms of the invoice. They would also see the Deposit Amount Requested through their My Orders section on the storefront.
Whenever there is an outstanding deposit request, the customer will always be made to pay that amount first. After-which the totals will update, and they can make payment for the rest of their Invoice.
Click here to learn more about Collecting Deposits!
Continue reading on to find out how Transactions and their information can be viewed and exported!
Transactions grid (formerly Payments)
The Orders > Payments grid has been replaced with Orders > Transactions as there are now 3 transaction types: Payment, Deposit and Refund.
The Transactions grid can be used to export CSV reports and display data for all of your payments and refunds.
Learn more about Transaction Reports here!
There are two other Transaction lists to be found within your Order and Invoice. The Order’s transaction list will display all of the payments, deposits, and refunds recorded on the entire Order.
Within each Invoice is a Linked Transactions section that will display the transactions applied to the Invoice and what amounts are contributing to its totals.
Click here to learn more about Transaction Totals.
Invoice Capability and UI Updates
There are several updates to the Invoice which facilitate the new changes in this release.
- Edit Invoice – We have steadily released invoice editing features, but now they are all contained in a single “Edit Mode” that can be turned on using the Edit Invoice button. We also added messaging to let you know if there are reasons certain data cannot be edited on your invoice. More about Invoice Editing below.
- Capture Payment – This new button allows you to enter the new Capture Payment screen that will initially support partial payments of single invoices, but will be extended in upcoming releases to allow a single payment to span multiple invoices.
- Linked Records – This section lists all linked records, for the invoice that would be the linked Orders, Payments/Transactions, Account and Contact.
- Invoice Actions – Comment and Print actions are now icons which will be a common interface throughout the Zoey OMS. Additional actions such as Re-Send, Void, Copy URL, Audit Log and more have been moved to a 3-dot menu.
Edit Mode
Edit Mode has been added to enable anything on the invoice that can be edited. All edits are recorded and visible in the Invoice Audit Log.
- The “Edit Invoice” button switches to a “Cancel Edit” link with a “Save” button below the totals.
- Item (unit) price can be edited for each supported line item. Prices can be edited to higher or lower than the original sale price.
- Quantity can be edited as well. This means items can be removed from an invoice by setting qty to 0, or adjustments can be made if certain items need to be reduced in quantity. Currently the limitation is that the quantity can not be increased above the qty available for invoicing on the Sales Order, but a future update will allow this.
- Invoice Date can be edited.
- Invoice Details such as Net Terms, Due Date and allowed payment methods can be changed.
- Totals, including Shipping Amount, Discount, Surcharge, Tax and Fees can be adjusted.
- Request Deposit can be enabled/disabled or modified (more details on the Deposit features below).
In Conclusion
These updates bring upon a new era of Transactions in Zoey! You now have much more flexibility for how Payments and Refunds are applied to your Orders and Invoices. Allowing you to make necessary adjustments during the order process and giving you to the tools needed to manage and run reports.
Click here for OMS v7 update documentation index.
Take Advantage of These Updates Today
If you’re not yet a Zoey customer, we’d love to show you this and other features that Zoey offers to specifically empower B2B businesses. Our team is ready to talk today – just click below to get started:
