F2 from any menu
The first screen that comes up when you go to the payment screen is the customer selection screen. This screen has boxes to type in either customer’s name, account #, social security number or contract # to find the desired customer. There is also an advanced search button that will display a search screen where you can search by address, alternate name, phone number and many other fields. When entering customer’s name in the customer selection screen put last name first. It is not necessary to type in full name or even the full last name you can just type a few letters of their last name. After you have a name or account# typed in push ENTER and the customer list screen will display with customers listed alphabetically based on what you entered to search by (unless you enter account, contract or SS# then the matching customer will just display on the payment screen).
After selecting the customer from the list the Payment Screen will come up. The cursor will be at the grand total box, you can enter the amount being paid here or just push F6 to complete if the amount being paid is correct. You can also enter a total for each contract in the contract total lines for customers with multiple agreements, or enter the number of payments to pay or enter a next due date to pay through, in any case always verify the grand total is what the customer is paying and push F6 to continue to the "Tendered" screen where you enter the payment form (cash, check etc.) then complete the payment transaction.
Contract info line displays the following information for each contract:
Contract #: The contract number for each contract.
Due Date: This is the current due date for each contract.
TYP: This is the contract type R = RTO, L = Lease, T = Rent to Rent, S = Open Retail, B = Club Only Agreement, C = Cash Advance Loan
TRM: This is the letter for the term, W = weekly, M = monthly, B = bi-weekly, S = semi monthly.
Payment: This is the payment amount for 1 payment including tax.
GRP/int: This is damage waiver, club or interest for retail and certain cash advance loans.
Description of fields on Payment Screen
Other: For each contract there is an "Other" text box. If you have RTO Pro setup to charge late fees automatically they will be displayed here. The other field will show the total of other charges due which could include current late fees, previous unpaid late fees or any other fees that are due. To change the other amount manually push F4 and you will be able to change the other amount on each contract. Note: When you remove late fees and take a payment the other amount will show due the next time you pull up that customer.
Total: For each contract there is a "Total" text box. This will display the total currently due for each contract. You can edit this amount if the customer is paying more or less than the amount initially displayed. For instance if a customer has 2 agreements and when you pull them up on the payment screen it shows 10.00 total on 1 on 20.00 total on the 2nd, if the customer tells you they want to pay 15.00 and 25.00 respectively simply enter that amount in the total field for each contract.
#PMT: This is for the number of payments being paid. This will automatically bring up 1 payment or enough to catch the customer up if they are overdue. You can also type in the # of payments the customer is paying for each agreement. The customer could pay 2 payments on 1 agreement and 1 on another, simply fill in the correct number of payments for each contract.
Next Due: This displays what the next due date would be if they pay the amount displayed. You can also type in a date in this field if the customer wants to pay through a certain date. You can enter different dates for each agreement if they want to pay them through different dates.
Grand Total: This is the total you are collecting from the customer. When you change any of the other fields on the screen such as the contract total or #PMT this field will automatically add the total for all contracts. You can also type any amount here the customer is paying and it will automatically split the amount among multiple agreements if they have multiple agreements. If you need to split the total manually type the total for each agreement under the agreement total instead.
#PMT All: If you type a number here it will automatically set the number of payments for all agreements. For instance if the customer wants to pay 2 payments on each of their agreements simply type 2 here and push Enter, the total to pay that # of payments will be displayed in Grand Total..
Next Due All: If you type a date here it will automatically set all contracts to be paid through this date. If the customer tells you they want to pay through the 15th of next month simply type that date here and push Enter and the total to pay through that date will be displayed in Grand Total.
Deposit Balance: If you have deposits enabled and the customer has a deposit this will show the total of their deposit.
Deposit Paid: If deposits are enabled and the customer wished to pay something toward deposit enter the amount here.
Deposit Spent: If the customer wished to spend deposit they have enter the amount they wish to spend here, this amount will come off the Grand Total.
Total W/Deposit: This field is the Grand Total with any deposit adjustments made, this is the actual amount you would be collecting if deposit is involved.
F6 - Complete: Press this line or the F6 key when you have the total set to the correct amount the customer is paying, the tendered screen will be displayed where you enter the amount the customer tendered and the payment form. See Tendered Screen below.
Function keys and Toolbar buttons available from payment screen:
F4 - to enter or change late charges etc.
F8 - for detail contract information, after pushing F8 for complete contract info push the line # beside the contract you want info on.
F11 - for customer maintenance, to change address, telephone # etc.
F12 - payment history.
Inquiry - to bring up customer inquiry page.
Credit Card/ACH Info - to enter or change credit card and ACH information for autopay.
Print/Email Letter - This will take you to the letter screen where you can choose a letter to print for or email to the customer.
Print/Email Invoice - This will print an invoice for or email an invoice to the customer. Note: The invoice will print with the same amounts that are displayed on the screen so if you want to bill the customer for 2 payments then enter 2 in the #PMT field and push Enter before you click Print Invoice.
Print Screen button - This will print a representation of what's displayed on the screen
RunSheet - This will print a runsheet for the customer. A runsheet is a form you would give to a driver or account manager for collections, it will print a summary of what is due, what their next due date would be and also includes a short history and list's all inventory.
TeleTrack - If you are signed up to use TeleTrack this will bring up the TeleTrack interface where you can pull a TeleTrack report for the customer.
Doc. Imaging - This will bring up the Document Imaging screen for the customer. From Document Imaging you can scan drivers license, application, contracts, etc. that will be attached to this customer.
Cust. App. - This will bring up the customer application screen. This screen shows all of the customer information including work info, references etc.
Contr. Maint. - This will bring up the Contract Maintenance screen for this customer. From the Contract Maintenance screen you can edit the agreement terms, payment amount, do switchouts, add inventory, remove inventory etc.
Contr. Close - This will bring up the Contract Close screen for this customer where you close out agreements for returns, payouts etc.
New Contr. - This will bring up the New Rental Screen or the New Sale screen depending on the type of agreement the customer has now.
Sched Del/PU - This will bring up the RTO Scheduler so you may schedule a delivery or pick up.
Map It - This will launch your web browser to either Yahoo Maps or Google Maps page with directions mapped from your store address to the customers address.
F7 - to send a text message to this customer.
Tendered Screen (after pushing F6)
Total Due: This is the total amount being collected today. This amount cannot be changed on this screen, if it is the wrong amount hit the "ESC" button and correct the Grand Total field on the previous screen.
Amt Tendered: This is the amount the customer is handing you for payment, for instance the amount due may be $28.50 and they hand you or tender $30.00, enter the 30.00 here and push enter and the change due will be displayed under "Change Due".
PMT Form: Enter the payment form the customer is using, for instance cash, check etc. You can enter the corresponding letter for the payment form they are using "C", "K" etc. or you can click on the payment form in the list to the right to select.
Check NO: If the customer is paying by check enter the check # here.
Change Due: This is the change due, if any. For instance if the amount they are paying down is $55.00 and the customer tenders or hands you $60.00 you enter 60 in the tendered box and the change due would be $5.00.
"Use Credit Card on file" button: If you process credit cards through RTO Pro with X-charge you can store customers credit card information and click this button to charge this transaction to the credit card on file. If the customer is handing you a credit card as payment you should enter the correct payment form and if you use X-charge the credit card interface will display where you can swipe the card or enter the card #. For more information about processing credit cards through your computer using X-charge or for information about ACH payments call 800-351-6299.