Financial transactions within ASAP are collated and displayed on a job level, these can be viewed and added through the Transactions tab (blue) on any job.

The transactions tab allows the entry of transaction records and billing of the customer through the entry of credit card details.

When processing payments, ASAP does not store credit card details. Instead, the details are securely passed to a payment gateway where the transaction is processed.

Transaction records on this screen fall under the following categories:

Type Description Information
DEBIT Total product cost The quote/invoice amount, excluding any discounts (discount products / calculation discounts)
CREDIT Certificate discounts The summed value of all calculation discounts for the job
CREDIT Other discounts The summed value of all discount products attached to the quote / invoice
CREDIT/DEBIT Manual transaction records Records of any customer transaction relevant to the job, e.g. cash, bank transfers, etc
CREDIT Credit Card payments Distinct from other transaction records as credit card transactions represent a record of a charge performed within ASAP or Runabout

Adding Transaction Records

To add a record of an external job transaction (e.g. cash, bank transfer, cheque), use the following process:

  1. Open a job
  2. Browse to the transactions tab

  3. Fill the payment details

  4. If necessary, update the customer email before processing the transaction to ensure the transaction confirmation email (if configured) is delivered correctly
  5. Select ‘Save Payment’

Processing Payments

Credit card payments can be processed through ASAP or Runabout.

Either process requires a payment gateway to be configured on the job’s agent.

The following steps will charge a customer and automatically create a transaction record within ASAP:

  1. Open a job
  2. Browse to the transactions tab

  3. Fill the payment details, selecting ‘Credit Card’ as the payment method
  4. Fill the credit card details

  5. If necessary, update the customer email before processing the transaction to ensure the transaction confirmation email (if configured) is delivered correctly
  6. Select ‘Save Payment’

Payment Gateways

Payments gateways provide a method for securely processing card transactions through ASAP.

To add a gateway you must first create an account with one of the following supported providers:

  • SecurePay
  • BPoint
  • Eway
  • BPoint Direct

Payment gateways are specified through an appointment’s agent, providing the ability for each agent can support a different gateway. If all agents are processed through the same system, simply add the same gateway details on all required agents

Adding a payment gateway

  1. Open the required agent
  2. Select the Payment Gateway Provider
  3. Enter the Username and Password associated with your provider account
  4. Select ‘Save Details’

Payment Details

Detail Description
Payment Type • Payment
• Deposit
• Adjustment
See below for a description
Payment Method The transaction’s method of payment. A number of new fields may appear to record pertinent transaction information
• Finance
• Money Order
• Cash
• Cheque
• EFT (Electronic Funds Transfer)
• Adjustment (Only valid for adjustments)
• External Payment (use for any transaction that does not fall under the above categories)
Amount The transaction amount as a decimal e.g. 12.49
External Transaction Id A reference number for transactions processed outside of ASAP
Customer Email The customer’s current email - field provided for convenience to ensure transaction email (if configured) will be emailed to correct address

Payment Types

Payments fall under three distinct types within ASAP:

  • Payment

    Payments represent almost all credit transactions that can occur in relation to the customer: this can include entire payments, finance installments, partial payments, etc.

  • Deposit

    Deposits represent the first credit transaction and for all intents and purposes behave in the same manner as a payment transaction with two exceptions:

    • Deposits are categorised differently, meaning they will appear under a different label/description throughout the system
    • Due to this categorisation, they may not appear in some data provider fields, e.g. if the provider contains two fields: ‘payments’ and ‘deposits’, the payments field will not include any deposit transactions and vice versa
  • Adjustment

    Adjustments should be used only as an accounting transaction (i.e. a financial journal entry) and should not represent an actual customer transaction (these would fall under a payment transaction)