How to Log a Payment

To log a payment, open any order and click the Log Payment button below the order details pricing card.

Filling in the payment

Amount Received is where you type the payment amount. You can type it manually or use the slider to adjust. Below the field you'll see quick buttons for 10% down, 20% down, 25% down, 50% down, or Full Balance.

Payment Method offers six choices, in this order:

• Cash

• Check

• Bank Transfer

• ACH

• Credit Card

• Debit Card

When your MonuPay setup is finished, a wide Card (MonuPay) button ("Key in the card and charge it now") sits above these six. It charges the card from this screen instead of recording a payment you already took. See Charge a card with Card (MonuPay) below.

When you select Check, a Check # field appears and the Receipt Note (Optional) box opens on its own so you can add the memo line.

Date Received lets you select the date the payment was received.

Payer shows who made the payment. The default value is the customer name.

Receipt Note (Optional) lets you note details like "customer paid cash on-site at the cemetery." This note is shown in the order overview and on the Receipt PDF.

The MonuPay prompt on card payments

For companies in the United States and Canada, where MonuPay is offered, picking Credit Card or Debit Card brings up a short blue note under the form. Recording a card by hand means the card was run through some other processor, so MonuDesk points out that it could have taken it:

• If MonuPay is already connected: "Take card payments in MonuDesk". Cards charged through MonuPay record the payment and receipt (and the QuickBooks Online entry, when QuickBooks is connected) on their own, so there is nothing to enter here afterwards. To charge the card through MonuPay from this screen, pick Card (MonuPay) at the top of the method list.

• If MonuPay is not connected: "Card payments can run through MonuPay", with the rate stated up front (2.99% per transaction) and a Set up MonuPay link.

The prompt is silent for cash, check, bank transfer and ACH, because no card processor could have taken those and nagging about them would be noise. It never blocks anything; the payment saves exactly the same either way.

Charge a card with Card (MonuPay)

Use this when a family gives you a card over the phone or at the counter. MonuDesk charges the card through MonuPay and records the payment for you.

1. Open the order, click Log Payment, and set the Amount Received as usual.

2. Pick Card (MonuPay). The secure card form opens under Card details. Type the card number, expiry date and security code into it. The card number goes straight to the payment processor and never reaches MonuDesk.

3. Check Name on card and Billing ZIP code. Both are filled in from the order's contact. Change the ZIP code when the card is billed to another address.

4. Click Charge Card.

With Card (MonuPay) picked, Date Received, Payer, the receipt note and the QuickBooks checkbox are hidden. The charge is dated today, the cardholder is the payer, and the payment reaches QuickBooks on its own when QuickBooks is connected.

When the customer pays the card fee. If your MonuPay fee setting has the customer pay the card fee, a Confirm the charge step comes before anything is charged. It shows Applied to the order, Card fee and Total charged to the card, so you can read the total to the customer. An American Express card is charged its own higher rate and is named on this step. Click the Charge button, which shows the total, or Back to change something. When you absorb the fee, the card is charged as soon as you click Charge Card.

Payment approved. The dialog shows the amount charged to the card and the balance that remains, or that the order is now paid in full. Click Done. The payment, its receipt in the order's Notes & Files, the QuickBooks update and the payment to-do work exactly like a card payment from the customer portal. The payment method shows as MonuDesk, the person who keyed in the card is the one who logged it, and its note reads "Card keyed in by staff".

Declined cards and a wrong ZIP code. The bank's reason shows inside the dialog, for example "The billing ZIP code does not match the card. Check it with the cardholder and try again." Fix it and charge the card again. A payment larger than what the order still owes is refused.

If no answer comes back. Rarely, the payment processor does not answer. The dialog then says the card may or may not have been charged and tells you not to charge it again from there. Close the dialog and check the order's payments. For the next 30 minutes Record Payment shows Card (MonuPay) is on hold for this order, and the other methods stay usable. If the card was charged and the payment is not on the order, record it by hand.

If the card was charged but the payment was not recorded. The dialog says "The card was charged, but the payment is not recorded" and offers Try recording again. Recording it again never charges the card a second time.

Who sees Card (MonuPay). Companies in the United States and Canada whose MonuPay setup is finished, and only team members who are allowed to record payments. It charges the card once: no card is kept on file, and there are no refunds from this dialog.

You can also charge the deposit of a new order this way: pick Card (MonuPay) under Received as on the billing step of New Quote. How to Set Up Billing and Payment

"I already entered this in QuickBooks"

At the bottom of the form there is a checkbox reading I already entered this in QuickBooks. Tick it when you have keyed that check or cash into QuickBooks yourself.

It changes exactly one thing, and it is worth being precise about which:

• The order balance still counts it. The payment reduces the balance due in MonuDesk exactly like any other payment, and it appears on the order and on the receipt as normal.

• The QBO sync leaves it out. MonuDesk will not push it, so the same money is not posted to your books twice.

Leave it unticked for anything you have not already entered — that is the normal case, and MonuDesk will sync it for you. How to Connect QuickBooks Online

Payment summary

On the right side you'll see a live Payment Summary that updates as you fill in the fields:

• Order Total is the full price of the order.

• Balance Due is what's currently owed.

• This Payment shows what this specific payment will be.

• New Total Paid shows the updated total after this payment.

• Balance Remaining shows what will still be owed after this payment.

While your payment saves

When you click Save Payment, the dialog locks while it records. You can't close it with the X, the Esc key, a click outside, or the Cancel button, and the footer shows a spinner that reads "Recording your payment…" and then "Almost there…" a moment later. This is intentional. It stops a second click from logging the same payment twice. The dialog unlocks on its own as soon as the payment is saved.

After saving

After you save the payment, the paid amount and balance due on the order automatically update. A receipt is automatically generated and saved under Notes & Files in the Financial Document category.

When the order has more than one payment, the receipt also lists every payment received so far in a Payments received table: the date, the method, a reference such as the check number, and the amount of each. A receipt you make with Generate Receipt lists them the same way.

Each receipt also captures its own billing snapshot: the "Bill To" details at the moment that payment was made. So if a customer updates their billing info while paying from the portal, that change shows on that one receipt only, not on the client record or on your other receipts.

Scheduled payments and deposits

When you set up billing on an order, you can split the sale into three scheduled payments (for example, a 34 / 33 / 33 split) instead of a single deposit and balance. Each scheduled payment is logged here as it comes in, just like any other payment.

You can also record a deposit the customer already paid outside MonuDesk at the moment you create the order. MonuDesk counts that deposit once: it lowers the balance due without being double-counted against the payments you log afterward.

A deposit paid in more than one way, for example part cash and part check, can be split on the billing step of New Quote. Turn on Link a payment record with the order creation and pick the first method under Received as. Then click Split the deposit between payment methods and give the added payment its method and amount. Add another payment adds one more line, and the X on a line removes it. The first payment covers the rest of the deposit. When the order is created, each of these payments is recorded on the order separately. A Card (MonuPay) payment among them is charged to the card right after the order is created.

An order can also carry payment terms with no payment behind them. If it was saved as a quote with a non-zero split and Link a payment record with the order creation turned off on the billing step, the 50/50 or 30/70 terms are on the order but no payment record was created, so the full amount still shows as balance due. Log the deposit here when the money actually arrives.

Editing or deleting a logged payment

You can edit or delete a logged payment, including a deposit logged during order creation. Open the order and go to the Activity Timeline tab, between Order Details and Notes & Files. It lists every event on the order, including each payment. Find the payment, then click the pencil to fix the date, amount or method, or the trash can to delete it if you logged it on the wrong order. With a mouse the two icons appear when you hover the payment; on a phone, a tablet or a touch screen they are always visible. The order balance recalculates instantly either way.

The edit picker offers two extra methods the record screen does not: MonuDesk and Other. MonuDesk is what a portal card payment is stamped as, and Other is a fallback — both are there so a method set wrongly can be corrected back to what it actually was.

A deleted payment is not silent. Deleting one writes an entry on the order's Activity Timeline recording the amount and the method that was removed, so money never disappears from an order without an explanation of where it went.

Learn more: What's on the Receipt PDF

Related articles:

• What the Order Overview Shows

• How to Connect QuickBooks Online

• How to View and Download Documents

• What Happens When a Customer Overpays

• How to Use Open Balances