Applying Pay by Garage Link Payments
When a Pay by Garage Link request is sent, the customer receives a link to pay online. What happens next depends on whether the Jobsheet has already been posted at the time the customer pays. The two outcomes are different, and treating them the same way will leave payments sitting unapplied on the customer's account.
This article applies to both Stripe and Dojo Garage Link payment gateways.
When the Jobsheet Is Posted Before the Link Is Paid
If you post the Jobsheet on credit terms (or post and email the invoice) and then send the customer the Pay by Garage Link request, the payment is applied to the invoice automatically once the customer pays.
When the payment comes back:
The system creates an attention entry on the Comments Attention tile from the Role Centre. The comment reads "Online payment for Jobsheet No. SJ###### received. Status: Success..." and the Type Code is CUSTOMER.
The same comment is added to the Comments FastTab on the Posted Jobsheet. You can verify it by opening the Posted Jobsheet and scrolling to Comments.
The payment is applied to the posted invoice on the customer's ledger. No further action is required.
Once you've reviewed the comment, mark it as read by selecting Mark as Reviewed on the Document Attention Items page to clear it from the tile.
When the Jobsheet Is Unposted at the Time the Link Is Paid
If the customer pays the link before you've posted the Jobsheet, the system records the payment but does not apply it. You'll need to apply it manually on the Jobsheet before posting.
When the payment comes back:
An attention entry appears on the Document Attention Items tile, the same as above. Open the Jobsheet from there.
On the Jobsheet, select Payments/Posting from the menu bar, then Take Payment.
The Document Payments page opens. The Pay By Garage Link row is auto-populated in the Payment Gateway Amount column with the figure the customer paid.
Enter the same figure in the Amount column on the Pay By Garage Link line to apply the payment.
Close the Document Payments page and proceed to post the Jobsheet as normal.
Note: The Payment Gateway Amount tells you the customer's payment has been received. The Amount column is what actually applies the payment to the document. If you close the page without entering the Amount, the Jobsheet will still show as unpaid even though the money has come in.
Choosing Which Order to Use
Each order suits a different situation:
- Post first, then send the link if the customer is on credit terms or you're happy to invoice before payment lands. Less manual work, since the system applies the payment for you.
- Send the link first, then post if you want payment confirmed before the invoice is raised. You'll need to apply the payment manually before posting.
See Also
English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click here.
English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click here.