In focus: Processing a payment

On this page, you’ll find all our help resources regarding how to take payments in Animana.

Important changes to the way you process customer payments (Summer 2022)

The Animana team is currently working on making customer payments in Animana quicker and easier, and we want to share some important information so you can be ready for the changes.

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These changes will:

  • apply to all sales invoice pages, so if you process customer payments, you will be affected by the changes (excludes counter sales)
  • be launched the first week of July
  • not affect purchase invoice workflow (i.e. stock orders and expenses)

Here’s a preview of some of the changes:

New interface

The new interface combines the ‘payment type’ selection screen, and the main payment screen, into one simpler screen, saving you time and clicks.

You can now send multiple invoices in one email

At last – no more manual sending from the client file! You can now select one or multiple invoices to attach to a single email. Just select the appropriate invoices, and click the Invoiceemail button.

More on-page help and feedback

To help you find your way around the screen, we’ve added more on-page help. Look out for tooltips, information banners, validation, and more contextual help coming soon.

Payment notes and descriptions

If a description is entered when a payment is made, it will continue to be shown in the client file, attached to the “payment” entry. However, if “No payment” is selected and a description is entered, the description text will show in the client file as a note prefixed with “No payment”, so it’s clear that the customer has not yet paid.

More details on invoices

You can now expand invoice rows to see exactly what products and services are included in the invoice – no more going back and forth to verify what contains what!

Payment history

Any historical payments made against individual invoices are now clearly shown in the invoice details table.

Better visibility of the “Round and Book” functionality

We’ve improved our round and book feature. When selected, the “Paid Now” amount will automatically be rounded to the nearest 5p. If you enter a manual amount which is more than 50p different from the “Paid now” amount, the difference will be shown in red. When ticked, all differences will be booked to a special ledger for payment differences.

Invoices are shown in date order and are selected by default

By popular demand, when entering the payment screen, outstanding invoices will be shown in date order (newest first), and all will be selected by default.

The active invoice – for example, the one you clicked to get to the payment page, will also be shown in bold.

Change FAQ

We advise that you read through the content below regarding these changes.

Will the change affect me?
If you process payments with customers you will be affected by this change.
What workflows are being changed?

Sales invoices (i.e. transactions between a customer and a practice), including:

  • customers paying for a product or service (including non-payments), but excluding transactions via the “Counter sales” icon on the header bar.
  • customers paying for an open invoice from the client file
What workflows are not being changed?

Purchase invoices (i.e. transactions between a supplier and a practice):

  • a practice ordering stock
  • a practice processing expenses
  • transactions via the “Counter sales” icon on the header bar.
Why have you changed the screen?
Customer payments are one of the most completed tasks performed in Animana. From customer feedback and observing how users complete this task, we realised we could make this task faster and easier for everyone.
What are the key changes?

  1. The payment type selection screen has been merged with the main payment screen, resulting in faster processing.
  2. Invoice items and payment history are available on the payment screen, making it easy to get a complete picture of your client’s invoice and payment history in one view, which saves time and helps with client communication.
  3. You can now send one email with multiple invoices, saving time and making it easy for your client to review all invoices together.
  4. By default, all open invoices regardless of dates are now automatically selected.
When will the changes come?
The changes will be released in July 2022, this page will be updated with a more accurate timing as our development progresses, look out for more information in Animana too.
How will this affect future payment development?
Customer payments have been designed with future enhancements in mind, enabling us to keep improving payments over time.
How do I choose a payment type?
The old screen where you selected the payment method has been integrated into a section on the right of the new payment screen (or below on narrow screen widths).
What happened to the calculator?
The calculator which allowed you to calculate how much change to give a customer has been relocated to the area on the right of the screen (or below on narrow screen widths). Click Cash Calculator on the right to open the calculator.

How do I select/unselect all invoices?
To select (or unselect) all invoices, use the checkbox toggle in the top left of the table, next to the “Invoice Number” heading.
What is R & B?
“R & B” stands for “Round and Book”, and replaces the “Round and Book difference” column. If you wish to round the payment of an invoice, select this check-box. The difference will be booked to a special ledger for payment differences.
How does the Round and Book functionality work?
When selected, the “Paid Now” amount will automatically be rounded to the nearest 5p. If you enter a manual amount which is more than 50p different from the “Paid now” amount, the difference will be shown in red. When ticked, all differences will be booked to a special ledger for payment differences.
Where does the payment description appear?

If a payment description is added when “No Payment” is selected, then the description will appear in the client file as a note. If you do not see it, ensure the “note” category checkbox is enabled in the filters at the top.

If a payment description is added when a payment is made, then the description will appear in the client file against the payment. If you do not see it, ensure the “payment” category checkbox is enabled in the filters at the top.

Is there a limit to the length of the payment description?
Yes, the payment description is limited to 140 characters
How do I get help?
If you have any questions about the new screens or need further help, we encourage you to search our help hub. If that is unable to answer your questions, please reach out to Customer Support.

Help with payments

Instructional videos on payments

Video: Creating an invoice       Video: Taking full payment
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These videos are part of the free online course An introduction to Animana. Click here to go to the course.

Creating a new payment

Amending or refunding a payment

Reporting on payments

Other

Get more help

We’re sorry you couldn’t find the answer you’re looking for. We recommend you contact our Customer Support team.

Updated on 21 July 2022

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