Creating payments

New Payments are created by pressing the New button in the Payments tab of the Client window.

Note: Alternatively payments can be created by clicking the Mass Payment button on the Payments to Clients window. For more information please refer to Mass Action topic. Payments for specific invoices can also be created in the Edit Invoice window by clicking the Mark as paid button.

Payment from client contains the following data:

Date Received - apart from reference purposes, this date will also be used by the Global Date filter. Please see the Global Date Filter topic for details.

Code - payment code is generated automatically. In this code the "P" character means that this is a payment, the letters afterwards represent the code of the client and the number is the value of the payments counter for this client. Each client has an independent code counter for payments.

Volume - the total amount of the payment in the Client's currency. TO3000 3D+ will calculate your revenues in your base currency according to the exchange rates. See the Exchange Rates topic for details.

Notes - any additional information deemed necessary. For example if this is an advance payment for a future project.

If the client's currency differs from your base currency, the Currency Exchange Rate button will be available. By clicking this button, you may change the currency exchange rate used in this payment. Note that this button does not change the general exchange rate stored in your TO3000 database. To change exchange rate for all future credit notes, go to the Exchange Rates tab of the Business Settings.

Linked with Invoices - the payment's value can be linked with invoices - fully or partially. The table on the Linked with Invoices tab indicates how much is linked to which invoice.

Phantom invoices are virtual invoices which can be used to make the payment linked, without settling any actual invoices. Phantom invoices can be used for ensuring account consistency in case the payment for some reason should not be used to cover invoices.

Saving and printing Payments to Client

You can print payments or save them in text files by selecting an RTF template and clicking the Save, Save and Open or Print buttons at the bottom of the window. Click Send Mail to open the Mail Sender for the generated payment.

NOTE: You can choose to save the output file in PDF or DOC format by selecting this format in the Save As window with the help of the Save as type drop–down list.

To edit templates for payments click User Settings in the Backstage view and select Templates. Templates for payments to clients are located in the C:\Users\Public\Documents\AIT\TO3000, Version 3D\Templates\CLIENTS\Payments\ folder.