Overview:
This article outlines the new enhancements in ServiceBox related to invoices and payments. These enhancements offer users more flexibility in managing payment records, including the ability to delete payments, unlink payments from accounting records, and handle refunds more efficiently.
Key Enhancements:
1. Delete Payment Records:
- Users can now delete payment records directly without creating a support ticket.
- This ability can be restricted based on user roles, allowing admins to control who can delete or edit payment records.
2. Unlink Payments from Accounting:
- Users can choose to link or unlink payment records from their accounting software.
- This applies to both payments and refunds.
- Deleting a payment or refund from ServiceBox does not automatically delete it from the accounting software.
3. Manage Refunds:
- Similar to payments, users can delete or unlink refund records from accounting software.
- This includes credit card refunds, with a validation step to confirm the action.
Detailed Steps:
1. Deleting a Payment Record:
- Navigate to the invoice payment section and choose the payment method (e.g., cash, e-transfer, direct payment).
- Enter the payment reference and save.
- You will now see an option to delete or edit the payment record.
- This feature is available to all admin users by default, but access can be configured for other roles.
2. Handling Refunds:
- In the payment information section, click on the dollar sign to issue a refund.
- Save the refund, and you will see an option to delete the refund record.
- This process is the same for all payment methods except credit cards.
3. Credit Card Payments and Refunds:
- When processing credit card payments through Paysafe or Stripe, users can delete the payment record in ServiceBox.
- However, this action does not refund the payment automatically. The actual refund must be processed through the credit card processor.
- Users must confirm the deletion of the payment record, acknowledging that the refund process remains manual.
4. Unlinking Payments from Accounting Software:
- If an invoice is linked to accounting software (e.g., QuickBooks Online, Sage), users can delete the accounting link from ServiceBox.
- This action does not delete the payment from the accounting software.
- To delete a payment record linked with accounting software, first, unlink the payment, then delete the payment record.
5. Configuring User Access:
- Admin users can adjust access levels for different user roles by reaching out to ServiceBox through the HELP button to request a change to another specific role within your company.
- Options include the ability to add, edit, delete payment records, view or delete payment links, and handle refunds.
Important Notes:
- Deleting a payment or refund in ServiceBox does not delete it from the accounting software.
- Credit card refunds must be processed through the credit card processor, not ServiceBox.
- User access levels can be customized to control who can perform specific actions.
Contact Support:
If you have any questions or need assistance with these new features, please reach out to the ServiceBox support team. We're here to help!
Thank you.