How to Take a Manual Payment

How to Take a Manual Payment

Manual Payment lets you take a payment when the order is not available to select — because it has not synced from your DMS yet, or because it is showing the wrong amount. You type the order number and the amount yourself, and the payment is still recorded against that number.

When to use it

• The repair order has not appeared in DealerWorks yet and the customer is waiting.
• The order shows $0.00 or an amount you know is wrong, and Sync Amount did not fix it.
• You need to take a payment against an order number your DMS has not sent across.

Take the payment

1. 1Go to General → Process Transactions and click the Service tab.
2. 2Beside the search box, under No Order ID — Enter payment details manually, click Manual Payment. The form opens above the order list.
3. 3Enter the customer in Search Customers or Enter new. Pick an existing customer from the list, or type a new name.
4. 4Fill in the Email Address, the RO #, and the Amount you are collecting.
5. 5Click Receive Payment.
6. 6The normal payment window opens. Choose how the customer is paying and process it as you would any other payment.

Good to know

• Type the RO number carefully. It is how the payment is matched to the order later. A typo means the payment lands against the wrong number.
• Enter the amount you are actually collecting — DealerWorks cannot check it against the DMS on a manual payment.
• Manual Payment is a workaround, not a fix. If orders keep failing to sync, tell Support so the underlying problem gets looked at.