Take a payment when the order is not there

When the order has not reached DealerWorks yet and the customer is standing in front of you, you can type the order number and amount in by hand. The payment is still recorded against that number.

When to use it

1. The order has not appeared in DealerWorks yet.
2. The order shows $0.00, or an amount you know is wrong.
3. You need to take a payment against an order number your DMS (dealer management system) has not sent across.

Take the payment

1. Go to General → Process Transactions and click your department tab.
2. If your department tab shows a search box, click Manual Payment under No Order ID beside it.
   The form opens above the order list. Some department tabs show the form straight away — if yours does, skip this step.
3. Find the customer in Search Customers, or type a new name.
4. Fill in the email address, the RO # and the amount you are collecting.
5. Click Receive Payment, then take the payment as you normally would.

Two things to watch

1. The form shows your department’s limits under the amount — a Credit limit and a Debit limit.
   Your dealership sets them, per department, and either can be unlimited. A payment above the limit needs a manager to approve it: click the lock symbol next to the payment type and have a manager enter their PIN. It has to be someone whose account can approve it — not just any PIN. See The payment is over the limit.
2. Enter the amount you are actually collecting.
   On a manual payment there is no order to check it against, so nothing will catch a wrong figure.