To begin, click the Take Payment button on the main menu of your DragonDMS. You can also take a card payment anywhere else in the system where you would normally record a payment.
To record a payment using Paymentsense and the Take Payment option, you will need to select the customer that the payment is for. This can be done by clicking on New and creating a new contact or if the customer already exists in your system, click Find to search for them.
If you have selected an existing customer, the payments list will populate with any outstanding invoices and transactions for that particular customer.
To take a payment against an outstanding invoice you can either:
- Click Pay Selected – this will put the total amount for the invoice line you have selected into the Payment Amount column.
- Click Pay All – this will put the total amount for each invoice line into the Payment Amount column.
- Type in a specific amount – if you click into the Payment Amount column you will be able to type in the specific amount you wish to take against that invoice line.
- If you have multiple Card Machines installed, you can select the machine you are using from the drop down list. If you have a default Card Machine set up, this will automatically be selected but can still be changed if required.
If the customer wants to pay a deposit for a vehicle they have seen, you can do this by clicking the Vehicle Deposit button. This will display a list of all of the vehicles you have in stock. Select the relevant vehicle from the list and this will be added to the payments list.
Enter the amount the customer wishes to pay as a deposit in the Payment Amount column (in this example £1500) and click Take Payment.
At this point, you will see the following notification on screen, asking the customer to present the card they wish to use. On the PDQ Card Machine, it will now display the amount to be taken (in this case £1500).
Once the user has put their card into the PDQ and entered the correct pin, the notification screen will confirm that it has been approved.
Once the payment has been taken successfully, you will receive a message confirming this.
The payment history will now show on the relevant Vehicle, Service or Part Record by viewing the Payments tab within the invoicing screen.
You will also be able to see a full list of all payments made (and any outstanding) for a customer by viewing the Transaction Log within their contact record.
If the customer would like to use a different payment method to Credit or Debit Card, under the Payment Method select Other. You can then select the payment method they would like to use from the drop down list and print a receipt if applicable. Once completed click Save.
