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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:

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  

• Selecting the Payment Method > typing in the amount
  
  
• However, on the Deposit screen, there is a section

• If the user wishes to backdate the Deposit, they would click on for 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 

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

• The user will still need to confirm the Deposit by clicking on 

B. Customer Order Checkout Payments

• The user would process the Customer Order Payments in the normal manner > click

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

• However, on the Checkout screen, there is a new section

• If the user wishes to backdate the Payment, they would click on  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

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

• The user will still need to confirm Payment by clicking on

C. Customer Order Invoice 

• The user would process the Customer Order Invoice in the normal manner > click

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

• There is now a new section

• If the user wishes to backdate the Customer Order Invoice, they would click on  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

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

• The user will still need to click on   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.

Restrictions

Cash Reconciliation

• If a payment has been backdated, it will show up on the Cash Reconciliation on the backdated date.

• 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 

• 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