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Payment Methods

This guide explains the payment methods of MyCloudBook: the list that the payment documents offer, and how to add, rename, and delete a method.

Overview

A payment method tells how money was paid or received, for example in cash, by check, or by credit card. The documents that record a payment have a Payment Method field: sales receipts, receipt vouchers, refund vouchers, expenses, bill payments, and tax payments. The Payment Methods window holds the list of that field.

A new company starts with seven payment methods: Bank Deposit, Cash, Check, Credit Card, Debit Card, PayPal, and Western Union. The list can be changed at any time. A payment method is a label of the payment. The account of a payment is chosen on the document, for example in Deposit To, so one method works with every account.

How to open the window

  1. In the top bar, click Settings. The button is between the name of the company and the name of the user.
  2. In the menu, click Payment Methods.

The Settings menu is shown to the users with the Admin role. The other users do not see the menu.

The Settings menu in the top bar of MyCloudBook with the item Payment Methods marked.
Figure 1. The Settings menu.
  1. 1Settings. Opens the menu of the company settings.
  2. 2Payment Methods.

The Payment Methods window

The window lists the payment methods of the company in the order of their names.

The Payment Methods window with the seven methods Bank Deposit, Cash, Check, Credit Card, Debit Card, PayPal, and Western Union.
Figure 2. The Payment Methods window.
  1. 1Add Payment Method. Adds a method.
  2. 2Payment Method Name. The methods in the order of their names.
  3. 3The row actions button, with Rename and Delete. A double click on a row also opens the rename window.
The row actions menu of the Western Union method with the items Rename and Delete.
Figure 3. The row actions menu.
  1. 1Rename. Changes the name of the method.
  2. 2Delete. Deletes the method after a question.

Adding a payment method

  1. Click Add Payment Method.
  2. Type the Name, for example Bank Transfer.
  3. Click Save. The list shows the new method, and the documents offer it at once.
The Add Payment Method window with the name Bank Transfer.
Figure 4. The Add Payment Method window.
  1. 1Name. Required.
  2. 2Save.
  3. 3Cancel.
FieldRequiredPurpose and rules
NameRequiredThe name that the documents show, up to 255 characters. Use a name that differs from the other methods, so the users can tell them apart.

Renaming a payment method

  1. Open the row actions menu of the method and click Rename, or double click the row.
  2. Change the Name and click Save.

The new name appears on every document that uses the method, also on the saved documents. The documents keep a link to the method and not a copy of its name.

The Rename Payment Method window with the name Western Union.
Figure 5. The Rename Payment Method window.
  1. 1Name.
  2. 2Save.
  3. 3Cancel.

Deleting a payment method

  1. Open the row actions menu of the method and click Delete.
  2. Answer the question with Yes.

MyCloudBook keeps a method that a saved document uses, so the saved documents keep their method. In this case, a message explains the reason. Rename the method when its name changes.

The question Are you sure you want to delete the Payment Method: Western Union, with the buttons Yes and No.
Figure 6. The question before the delete.
  1. 1The question with the name of the method.
  2. 2Yes. Deletes the method.
  3. 3No. Keeps the method.

The payment method on the documents

The Payment Method field of a document lists the methods of this window. The example shows a new sales receipt. The Stripe Integration also uses one of the methods for the payments that customers make online.

A new sales receipt with the Payment Method list open and the seven methods of the company.
Figure 7. The Payment Method field of a sales receipt.
  1. 1Payment Method.
  2. 2The payment methods of the company.

Messages and their meaning

MessageCauseWhat to do
Some fields are not valid!A required field is empty or a value has the wrong form. The field is marked in red.Fill in the marked field, then save again.
You can not delete the Payment Method [X] because It is used in one or more document.A saved document uses the method.Keep the method, or rename it.
The Payment Method that you are trying to update is not available.Another user deleted the method while the window was open.Close the window and open the list again.
The Payment Method that you are trying to delete is not available.Another user deleted the method already.Close the window and open the list again.

Questions and answers

Which payment methods does a new company have?

Bank Deposit, Cash, Check, Credit Card, Debit Card, PayPal, and Western Union. The list can be changed in Settings, Payment Methods.

Which account does a payment use?

The account that is chosen on the document, for example in the Deposit To field of a receipt. The payment method is a label of the payment, so one method works with every account.

What happens to a payment method that documents use?

MyCloudBook keeps it, so the saved documents keep their method. Rename it when its name changes.

Does a new name change the saved documents?

Yes. The documents show the current name of the method, so the saved documents also show the new name.