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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

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Before You Start

  • The order must have a remaining balance and must not be cancelled.
  • You need permission to process customer payments.
  • Card and ACH payments require Stripe to be connected and ready.
  • Cash payments require an open register session.
  • ACH payments require a verified saved bank account.
  • Check payments require a check number before they can be recorded.
  • Applied credit requires available credit on the customer account.
Do not use customer payments for vendor bills This page records money coming in from customers. Use Pay Bills and Print Checks when you are paying a vendor.

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Open the Payment Screen

  1. Go to Orders and open the order you want to collect against.
  2. Review the order status, customer, and balance due.
  3. Click Process Payment from the order action area.
  4. Confirm you landed on the order payment screen before entering money.
Order detail with the payment action highlighted

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Record a Payment

  1. Review the customer, order number, and amount due at the top of the page.
  2. Use the order breakdown on the right to confirm subtotal, tax, paid amount, and remaining balance.
  3. Set the payment date, reference, and notes if your team uses them.
  4. Confirm the amount on the first payment line. It usually starts with the remaining balance.
  5. Select the payment method for that line.
  6. Fill the required details for the method you chose.
  7. Click Add another payment method if the customer is splitting the payment across methods.
  8. Review the total indicator, then click Record.
Create payment screen with payment method and amount fields
Use split payments for real mixed tenders If a customer pays part by card and part by cash, add a second payment line instead of creating separate order payments.

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Payment Method Rules

MethodWhat to check
CashSelect an open register session. If cash exceeds the amount due, review change due or keep the change as account credit.
CardChoose a saved card or add a new card. Stripe must be connected, and configured fees can apply.
ACHChoose a verified saved bank account. ACH can take several business days to settle.
CheckEnter the check number and any reference your team needs for deposit matching.
Payment termsUse when the balance should remain receivable under agreed terms instead of being collected now.
Wire or externalRecord the amount after you have the outside confirmation or reference.
Applied creditApply only credit that is already available on the customer account.

Short Pays and Over Pays

Arcus compares the total you are recording to the order balance. If the payment is short, confirm the short payment when prompted so the remaining balance stays open. If the payment is more than the balance, review whether the extra amount should become account credit or whether the payment amount should be corrected before recording.

Card and ACH timing A recorded card payment is usually immediate after approval. ACH can have bank processing time. Your fulfillment and accounting workflow may treat pending ACH differently from settled money.

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What Happens After Recording

  • The order balance and payment status update.
  • The payment appears in the order payment history.
  • Cash payments can update the selected register session.
  • Applied credit reduces the customer’s available credit.
  • Payment terms keep the amount open in accounts receivable.
  • You return to the order’s payment area so you can continue fulfillment or review history.

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Common Blocks

  • No open register: open a cash register session before using cash.
  • Stripe not connected: card and ACH are unavailable until Stripe is configured.
  • No saved card or verified bank account: add or save the payment method on the customer account.
  • ACH still pending verification: finish bank verification before using that bank account.
  • Missing check number: enter the check number before recording a check payment.
  • Invalid payment date: choose a valid date in an open accounting period.
  • Terms blocked: clear the account hold, credit limit issue, or terms setup first.
  • Cancelled order: cancelled orders cannot accept new payments.
  • Fully paid order: review the existing payment history instead of adding another payment.
Correct mistakes with payment history If money was recorded incorrectly, use the payment history actions for refund, void, or correction. Avoid changing the order total just to hide a payment mistake.

Creating Orders

Build a sales order, add customers, set addresses, and add products.

Order Lifecycle and Safe Changes

Understand draft, open, paid, fulfilled, cancelled, and voided states.

Payment Methods

Save cards and bank accounts for future customer payments.

AR Management

Track customer balances, aging, statements, and collections work.