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Open Payments and Checks Settings

  1. Open Settings.
  2. Choose Entity Settings.
  3. Use the Payments and Checks group in the left navigation.
  4. Review Payment Terms, Payments, Processing Fee, Check Configuration, and Deposit Layout.
Treat these as finance controls Changes here can affect when orders pack, when ACH orders ship, what customers owe, how vendor checks print, and how deposits are prepared. Test the full workflow after changing any payment, check, or deposit setting.

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Payment Terms

Payment Terms define the net terms that can be selected on accounts and orders. A term includes a name, number of days, active status, and whether it is the default.
Payment Terms settings page with term rows, default badge, Import button, and Add Term button

Payment Terms are the selectable due-date rules used by accounts, sales orders, invoices, and overdue reminders.

  • Name: the user-facing term name, such as Due on Receipt, Net 15, or Net 30.
  • Days: how many days after the invoice or order date the payment is due.
  • Default: the term Arcus can use when no account or order-specific term overrides it.
  • Active: whether the term appears in account and order dropdowns.
  • Import: bulk create or update terms from a CSV file.
Keep inactive terms for history If a term has been used on past records, make it inactive instead of deleting it. That keeps old invoices readable while preventing new users from choosing it.

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Payments

The Payments page controls entity-wide payment behavior. It decides when packing automation is eligible to start, how ACH risk is handled, when reminders are sent, and how customer prepayments post to accounting. Configure pack triggers in Packing Configuration.
  • Default payment term: preselects an entity-level term when the order, sales channel, or account has no more specific default.
  • Payment Intent Gate: is always on and offers two visible choices:
    • Packing (recommended): requires payment intent before any package or box can be staged, including through manual packing.
    • Shipping only: allows a person to stage boxes manually before payment intent, but requires payment intent before the order can ship.
    Payment intent can be a recorded payment, an authorized card hold, approved terms or COD, or a zero balance. Packing automation still follows the triggers configured in Packing Configuration.
  • Freeze fulfillment on open chargeback: blocks packing and shipping while a chargeback or marketplace dispute is open.
  • Hold ACH orders until cleared: keeps ACH orders from packing or shipping until the debit clears.
  • Overdue reminders: sends reminder emails for past-due net-terms invoices when enabled.
  • Customer deposits: posts prepayments on unfulfilled orders to a deposit liability account instead of negative AR.
ACH holds protect goods before money settles ACH payments can reverse after authorization. If your team ships physical goods, leave ACH hold enabled unless finance has approved a different operating policy.

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Processing Fee

Processing Fee settings let the entity add a credit card fee to eligible payments. The fee is only for credit cards and does not apply to debit cards, prepaid cards, ACH, cash, or checks.
Processing Fee settings page with enable toggle, fee percentage, label, application scope, and compliance note

Processing fee settings control whether credit card payments include a labeled fee and where that fee applies.

  • Enable fee: turns credit card processing fee behavior on or off.
  • Fee percentage: the configured rate, limited by the settings page.
  • Fee label: the customer-facing label shown for the charge.
  • Applies to: whether the fee applies only to sales orders or to all credit card payment surfaces.
Review local surcharge rules Card surcharge rules can vary by card brand, state, and customer type. Before enabling a processing fee in production, confirm the policy with the business owner or accounting team.

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Check Configuration

Check Configuration controls the AP check layout used when printing vendor checks. It includes check stock type, bank information, memo defaults, signature settings, stock presets, alignment, numbering, font settings, and printed elements.
Check Configuration settings page with stock type, bank information, printing defaults, signature, alignment preview, numbering, and font settings

Check Configuration should match the physical check stock and printer used by the accounting team.

  • Check Stock Type: choose pre-printed stock when the paper already contains MICR, borders, labels, and company information.
  • Bank Information: stores bank name, address, routing number, and only the account last four digits.
  • Check Printing Defaults: sets format, memo text, and stub style for outgoing AP checks.
  • Authorized Signature: optionally uploads a signature image and signature name or title.
  • Print Alignment: adjusts stock preset, global offsets, and per-field positions.
  • Check Numbering: sets the check number prefix and the next starting number.
  • Element Visibility: controls whether check number, company info, bank info, MICR, borders, labels, void warning, and detach lines print.
Pre-printed stock must match the next number If you use pre-printed check stock, the next Arcus check number must match the first unused physical check. Mismatched numbers create reconciliation and audit cleanup work.

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Deposit Layout

Deposit Layout controls deposit slip printing per bank account. It is used when the team prepares bank deposits and needs printed slip fields to align with either blank or pre-printed deposit slip stock.
Deposit Layout settings page with bank account picker, slip stock type, global alignment, field preview, printed element toggles, and save controls

Deposit Layout is per bank account, so configure and test each bank account that prints deposit slips.

  • Bank account picker: selects the bank account whose deposit layout is being edited.
  • Slip Stock Type: choose blank slip stock or pre-printed slip stock.
  • Global Alignment: shifts all fields horizontally or vertically to compensate for printer drift.
  • Per-field positions: fine-tunes each printed field using inches from the top-left of the slip area.
  • Printed Elements: decides whether bank info, borders, boxes, and field labels print.
  • Print alignment test: prints a calibration page before using real deposit stock.
  1. Create or clean up Payment Terms.
  2. Choose the default payment term and Payment Intent Gate behavior on Payments.
  3. Confirm ACH hold and chargeback freeze behavior.
  4. Decide whether processing fees are allowed and enabled.
  5. Configure check stock, bank information, numbering, and signature settings.
  6. Print a check alignment test and adjust offsets before printing real checks.
  7. Configure deposit slip layout for each bank account that needs printed deposits.
  8. Run a test order payment, test vendor bill payment, and test deposit workflow.

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What to Test After Changes

  • Sales order payment: record a card, ACH, terms, or manual payment and confirm status behavior.
  • Payment Intent Gate: with Packing, confirm an order without payment intent cannot stage a package or box through automation or manual packing. With Shipping only, confirm a person can stage boxes manually before payment intent but cannot ship the order until payment intent exists.
  • ACH hold: confirm ACH orders show the expected hold behavior before fulfillment.
  • Processing fee: test a credit card payment and confirm the fee label and amount are clear.
  • AP check: print an alignment test and preview a vendor check before using live stock.
  • Deposit slip: print a calibration page for each bank account and compare it to the physical slip.

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Common Blocks

  • Payment term is missing: confirm the term is active.
  • Packing automation did not start: check the pack triggers in Packing Configuration, then check payment status, terms status, ACH hold, dispute status, and the Payment Intent Gate.
  • ACH order is stuck: confirm the clearance window and whether Stripe has reported settlement.
  • Processing fee is not added: confirm the payment method is a credit card and the fee is enabled for that payment surface.
  • Check prints in the wrong place: use the alignment test, stock preset, global offset, and per-field position controls.
  • Check number is wrong: stop printing and reset the next number before using additional check stock.
  • Deposit slip does not line up: confirm the selected bank account, stock type, global offset, and field positions.

Record Customer Payments

Record cash, card, ACH, check, wire, external, terms, or credit payments.

Portal Payments and Payment Methods

Review customer portal payment history, payment starts, saved methods, and common payment blocks.

Pay Bills and Print Checks

Pay open vendor bills by check, ACH, ACH file, wire, or cash.

Write a Check

Create one-time vendor checks without starting from an existing bill.

Check Register and AP Checks

Print, batch print, clear, void, and audit vendor checks.

Bank Reconciliation

Match bank transactions to payments, deposits, payouts, and checks.

Deposit Layout

Configure per-bank deposit slip stock, alignment, field positions, printed elements, and alignment tests.

Packing Configuration

Configure packing triggers and the rate and label controls that work with payment intent.