Collecting Deal Payments in DeskManager Online

In DeskManager Online, you can record collected payments or seamlessly process payments through an integrated payment processor. To learn more about setting up a payment processor, please read our article here:
Payment Processing Setup

Collecting Payments

Collecting payments can be accomplished from anywhere in DeskManager by clicking Accounting in the side menu, then selecting Accounting List.

The Accounting List contains Sold deals that are awaiting collection. A summary is located to the right of each open account. The information displayed in this summary depends on the type of deal.

Retail-Cash and Wholesale deals display the vehicle’s asking price, sale date, and due from buyer.

Retail-Financed deals display the asking price, sale date, due from lender, and down payment due.

BHPH deals display a litany of information from payments due, due dates, various balances, and late fees.

To begin collecting payments, first select a customer's name.

Along the top banner, you’ll see an option to Collect Payment. Click Collect Payment to collect from the buyer.

If the deal is financed, you’ll also see a Lender Payment option. Click Lender Payment to collect from the bank or finance company.

Whichever option you choose, the payment collection process is the same. For this example, we’ll click on Collect Payment.

Pending Payments appear along the top, such as the Down Payment and Payoff.

Click on the paper icon beside a pending payment you’d like to collect. This will copy that payment into the Amount field below.

You may instead enter the Amount paid manually, which may be necessary when a customer makes a partial payment.

Then select the Payment Method, include a Reference Number (such as a check number) if applicable, and specify the Date paid.

Optionally, enter any Notes that may be relevant to this payment.

By default, DeskManager will automatically calculate the allocation for the payment. You can view the payment allocation in the section below.

However, you may change this allocation if desired. If you want to reset the changes made to allocations, click Reset Allocation.

Next, check whether you want to email a receipt, print a receipt, or both. These receipt options are automatically selected by default.

When you’re ready to collect payment, click Apply.

If the customer is paying with a card, you can instead process this transaction through an integrated payment processor.

If you’ve already set up your payment processor, click Online Payment.

First, select whether the customer is paying with a credit or debit card. Then click Add Account.

Next, enter the customer’s billing information. To charge the customer through online payments, click Card Not Present.

This will open a pop-up where you may enter the customer’s credit card information.

If the customer has their card, click Card Present and run the card through your POS device.

If the charge was successful, a window will pop-up to confirm the transaction. 

The card used for the first transaction will be saved for future use, but you can always add a new card if necessary.