What is Promise to Pay?
Promise to Pay gives you the ability to establish some level of agreement and assurance given by the customer to make payment against an invoice [or a sales order*] at an agreed date. This 'agreed date' is called payment promise date and can be established for a future agreed date.
Promise to Pay pauses an invoice or multiple invoices depending on your agreed payment date and excludes it from your workflow.
How does it work?
With Promise to Pay, you are in agreement with your customer that they will pay the corresponding invoice(s) on the promised date. This is marked by a yellow handshake icon next to the invoice(s).
When your customer has paid their invoice on or before the promised date, the corresponding invoice will drop and no longer visible from ezyCollect.
If the invoice remains open after the promised date, the handshake icon beside the invoice number will turn red which indicates that no payment has been made and ezyCollect will resume chasing the invoice/s
Note: By default, to allow processing time for payment clearance (especially if a payment is processed through a direct debit of your customer’s bank account), it may take up to two (2) business days for the above changes to take effect (during which the selected invoice(s) remain un-selectable/ un-actionable in ezyCollect). If payments are made via credit card transactions, then it can take up to 1 business day to take into effect.
How to Add a Payment Promise?
Login to your ezyCollect file.
On the Customer Tab, select your customer by clicking into the actual customer name. This action opens up their customer details page.
Scroll down to the invoice list, select the invoice/s where payment promise is being made and click on Add Promise button.
Select the Payment Date promised by the customer, add description or any notes then click Add Promise button.
Once a promise is added, a handshake icon will appear beside the invoice number/s and the “Add promise” button will change to Remove Promise button.
Once a payment promise is made against the oldest overdue invoice, the invoice will be excluded from the workflow and reminders will not be sent for the invoice. Instead the workflow will set itself to send reminders for the next oldest overdue invoice. In the even the promise to pay is not honored, the workflow is reset and reminders are restarted for this invoice.
How to Remove Promise to Pay?
If you would like to make changes to the Promise Payment Date, you will need to remove the existing one.
Edit the Promise Date: Go to the customer name and scroll down to the invoice which you want to edit the promise payment date. Click the Remove Promise button. Then a pop up window will come up for you to view the details again and to confirm click Remove Promise button. You will need to repeat steps 3 and 4 on how to add promise for any changes needed.
Remove the Promise Date: Go to the customer name and scroll down to the invoice which you want to edit the promise payment date. Click the Remove Promise button. Then a pop up window will come up for you to view the details again and to confirm click Remove Promise button.
Note: Only Manager user has access to "Add Promise" function.
If you need your user access to be updated, please send an email to CS at customersuccess@ezycollect.com.au.