This article will show Dealerships how to back date Customer Order Deposits / Payments / Invoices as well as provide information on the relevant permission and restrictions on when backdating will not be allowed




Prerequisite:


To backdate a Customer Order Deposit / Payment / Invoice the user must have the relevant permission:


User-added image


For assistance on how to edit the User Permissions, please review our article - What are User Permissions / How to Setup User Permissions 



How and where to Back Date 


A. Customer Order Deposit 

  • The user would process the Deposit in the normal manner by clicking on User-added image 


  • Selecting the Payment Method > typing in the amount

  • However, on the Deposit screen, there is a section User-added image


User-added image

  • If the user wishes to backdate the Deposit, they would click on User-added imagefor the calendar to pop up for the selection of the new date


Please note that you will not be able to select a future date 


User-added image


  • Once the new date has been selected, the date will populate as the Payment date


User-added image


  • The user will still need to confirm the Deposit by clicking on User-added image



B. Customer Order Checkout Payments


  • The user would process the Customer Order Payments in the normal manner > click User-added image


  • Select what items they are checking out > select the Payment Method > type in the amount


  • However, on the Checkout screen, there is a new sectionUser-added image


User-added image


  • If the user wishes to backdate the Payment, they would click on User-added image for the calendar to pop up for the selection of the new date. Please note that you will not be able to select a date in the future


User-added image


  • Once the new date has been selected, the date will populate as the Payment date: 


User-added image
  • The user will still need to confirm Payment by clicking on User-added image



C. Customer Order Invoice 


  • The user would process the Customer Order Invoice in the normal manner > click User-added image


  • Selecting what items are being checked out > selecting the Payment Method > typing in the amount
  • Then click on User-added image


  • There is now a new sectionUser-added image


User-added image


  • If the user wishes to backdate the Customer Order Invoice, they would click on User-added image for the calendar to pop up for the selection of the new date. Please note that you will not be able to select a date in the future


User-added image


  • Once the new date has been selected, the date will populate as the Invoice date: 


User-added image
  • The user will still need to click on  User-added image to finalize the Customer Order Invoice



Additional Information


Accounting Integration

  • If your dealership has Accounting Integration all transactions will now go across to your accounting package with the Payment Date / Invoice Date.


Customer Payment Report

  • When running the Customer Payments search and payments have been backdated on Customer Order/s, the report will list the backdated date as the Payment Date and NOT the date you processed the payment.

  

User-added image



Restrictions


Cash Reconciliation

  • If a payment has been backdated, it will show up on the Cash Reconciliation on the backdated date.
For example, if I backdated a payment to the 21st of March 2019, that payment will appear in the Cash Reconciliation on the 21st of March 2019


  • However, if you try and backdate a payment to a date that has already been reconciled in the Cash Reconciliation, the system will NOT allow you to select that date.   

 

Backdating Payments / Invoices 


Blackpurl will NOT allow you to do the following:
  • Select a date in the future


  • Backdate an Invoice to a date that is prior to the payment date in checkout. 
  • Backdate a Payment or Invoice date to a date that is prior to when special order items were received
  • Backdate a Payment or Invoice date to a date that is prior to when units were received into inventory


  • Backdate a Payment or Invoice date to a date that is prior to when the dealer options were fulfilled
  • Backdate a Payment or Invoice date to a date that is prior to when a Trade In Unit is stocked