Aforza Business Process Library

Collect a Customer Payment

The Collect a Customer Payment process is essential for maintaining cash flow and ensuring that outstanding balances are settled promptly.

Business Process Overview

1. Check into visit and confirm location: Verify the field user’s presence at the correct location.
2. Review Outstanding Balances: Check previous Orders and any outstanding invoices.
3. Initiate payment capture: Select invoice(s) that the payment is being collected against and input the payment amount.
4. Capture payment: confirm payment and method, capturing the customer signature for proof of payment.
5. Share details. Share the payment receipt directly with the customer whilst balances are automatically updated.

This process guides the field user through verifying their location, reviewing outstanding balances, initiating the payment capture, confirming the payment, and sharing the details with the customer. By following these steps, field users can ensure accurate record-keeping and timely updates to account balances, enhancing customer satisfaction and improving financial management.

1. Check into Visit and Confirm Location

This step ensures the field user is at the correct customer location before proceeding with payment collection.

• Log into the mobile application.
• Confirm the visit location using geolocation.
• Verify presence at the specified customer site.
• Start the visit timer for tracking purposes.
• Confirm the correct customer contact at the site.

2. Review Outstanding Balances

This step involves checking for any outstanding balances or unpaid invoices from previous orders.

• Access the customer’s account details.
• Review any outstanding balances or unpaid invoices.
• Discuss payment options with the customer.
• Address any discrepancies or questions from the customer.
• Prepare to initiate the payment capture process.

3. Initiate Payment Capture

This step involves selecting the invoices for which payment is being collected and inputting the payment amount.

• Select the relevant invoice(s) from the customer’s account.
• Input the payment amount to be collected.
• Confirm the total payment amount with the customer.
• Ensure all details are accurate before proceeding.
• Prepare for the payment capture process.

4. Capture Payment

This step involves confirming the payment method and capturing the customer’s signature for proof of payment.

• Select the payment method (e.g., cash, credit card, electronic transfer).
• Input the payment details into the system.
• Capture the customer’s signature as proof of payment.
• Confirm that the payment has been successfully processed.
• Update the account to reflect the payment.

5. Share Details

This step involves providing the customer with a payment receipt and updating account balances.

• Generate a payment receipt for the customer.
• Share the payment receipt directly with the customer.
• Ensure the receipt includes all necessary details (e.g., payment amount, date, method).
• Update the customer’s account balances automatically.
• Sync the payment details with HQ for accurate record-keeping.