To access the Payments Tab:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Reservations option.
The Reservations and Availability form is displayed.
Select the 
icon.
The Rental Agreement form is displayed;
Select the Payments Tab.
The Payments Tab is the sixth tab within the rental agreement form. This form is used to view, edit and delete cash or card payments that have been generated against the currently selected cash agreement.
Tip: This tab is only displayed if a cash tariff type is selected within the agreement.
Warning: This tab can be disabled via the Disable payment tab field in the General 3 Tab within System Parameters; this field may contain the appropriate agreement status code at which the tab is to be disabled (i.e. BAORC).
The following fields are contained within this form.
Code: The payment method code (set up within the Payment methods table) used to denote the type of payment taken e.g. DEP (Deposit), VISA Visa Card, etc.
Description: The payment description associated with the Payment code selected within the agreement e.g. Deposit.
Date: The date on which the payment was entered against the agreement.
Payment Reference: When entering a payment via the Enter Payment Details form the system allows entry of a payment reference number. Different rental companies enter different type of data here but it could be used, for example, for entering the card number if a credit card payment is taken, or cheque number for a cash payment.
Note: If the Print payment receipts checkbox is ticked in the General 3 Tab within System Parameters then the system automatically prompts with a Deposit or Refund default text reference within this field (dependent upon whether a D or R is held in the Autonumbering field within the Payment methods table).
Receipt: Provided that the Autonumbering field (within the Payment methods table) is set to either D or R (to denote Deposit or Refund) then the system automatically populates this field with the next unique sequential payment number (else a zero is entered); this number can then be printed on payment receipt documents provided that the Print payment receipts checkbox is ticked in the General 3 Tab within System Parameters and a receipt printer at attached to the system. The next unique sequential receipt number is determined by the Next receipt number held within System Maintenance / System Controls,
Payment value: The value of the payment taken (entered via the Enter Payment Details form). This may be a positive value for payments or possibly a negative value in the case of deposit refunds.
The system automatically prompts for what it currently believes the required payment value to be provided a D or R is held in the Autonumbering field within the Payment methods table.
Agreement total: The Grand total of the rental agreement (taken from the Prices Tab).
Amount invoiced: This field is not populated until the agreement is finished and invoiced. At this stage it displays the invoiced agreement value.
Amount paid: The total value of payments currently taken against the agreement.
Balance Outstanding: The Agreement total less the Amount paid value. This may be a negative value if rental payments and a cash deposit has been taken. It should be ensured that this field contains a 0 (zero) value prior to finishing and invoicing the agreement.
COMMAND BUTTONS:
Edit: Opens the Enter Payment Details form so that an existing payment type and value may be amended; this may only be done prior to the agreement being saved.
New Payment: Opens the Enter Payment Details form so that a new payment type and value may be entered.
Tip: If a payment has been entered against the agreement and the Print payment receipts checkbox is ticked in the General 3 Tab within System Parameters then the system prompts to Print Payments receipts on saving or exiting the agreement.
Delete: This command button is only enabled when a payment line is highlighted and allows the payment to be deleted; this may only be done prior to the agreement being saved. Once saved the delete option is not allowed under any circumstances. If a payment is entered in error, and the agreement saved, the only way to correct the mistake is to enter a negative payment to contra the incorrect amount.
Note: The entry of payments and deposits can be strictly controlled by way of a number of set-up options within the Deposits Tab of System Parameters and the Tariff Rates table within Miscellaneous Options. These set-up options are outlined within their respective help files.