Charge a Customer – Dealerware

Before you start

• You can charge for fuel, excess mileage, daily rates, and other vehicle expenses based on your Program configurations.

• If a charge declines (or the Charge Later option is used in Dealerware Mobile when finishing a contract), a customer will not be charged and an unsettled balance will be created.

• You need the Accounting permission to apply a balance to an invoice, charge, or refund. You can charge an invoice balance when the contract is in the following statuses:

• Booked

  • Pending
  • Started
  • Finished

Steps to locate an invoice

• Click the Customers tab in the left navigation bar.
• Locate a customer by entering the customer’s name in the search bar in the Customers pane. You can also click either the left navigation arrow or the right navigation arrow on the bottom right to locate a customer.
• Click the Contracts tab in the Customer Details pane.
• Click the contract ( Contract ID) in the Customer Contracts section associated with the invoice.
• Click the Billing tab in the Contract Details pane.

Steps to edit an invoice balance

• Click the Billing tab in the Contract Details pane and navigate to the Invoice section.

• Click + Add Charge or Credit.

• Click the Adjustment Type dropdown:

• Charge to increase the balance.

  • Credit to reduce the balance.

• Click the Category dropdown and select the applicable option.

• Include a description (the description appears on the customer’s receipt).

• Enter the dollar amount.

• Click Add.

• Select Confirm to confirm the adjustment.

• Navigate to the Payment Information section and observe the new Amount Due total.