This FAQ provides answers to the most common questions regarding CaterZen’s accounting, payments, invoicing, and reporting features in the Accounting Tab
Invoices & Payments
Q1: What happens when an order is placed in CaterZen before payment is received?
A: An invoice is automatically generated and remains open until payment is received. If a deposit is made, it is recorded under the deposit column until it is applied as a payment after the event’s serve time.
Reference: Daily Accounting: Recording Payments and Sending Invoices
Q2: How do I allow customers to pay invoices online?
A: Enable the "Pay by Invoice" feature in the Admin Tab. Customers will receive an invoice via email with a payment link to submit their payment online.
Reference: Pay By Invoice - Step by Step
Q3: How can I quickly mark multiple invoices as paid?
A: In the Accounting Tab, select the invoices you want to update, choose the appropriate payment type, and apply the changes. This allows for batch processing of payments.
Reference: How to Quickly Mark Invoices as Paid
Q4: What is a House Account, and how does it work?
A: A House Account is a credit-based payment option for corporate clients and event planners. Customers can place orders without making an immediate payment, and invoices are tracked in the Accounts Receivable Aging Report until the balance is settled.
Reference: Understanding House Accounts in CaterZen
Q5: How do I encourage timely payments from House Account customers?
A: Set up automated payment reminders using the Accounts Receivable Aging Report to notify customers of overdue invoices.
Reference: Accounts Receivable Aging Report
Deposits & Refunds
Q6: When does a deposit convert into a payment?
A: Deposits are automatically applied as payments after the event’s serve time to ensure accurate financial tracking.
Reference: Managing Deposits/Payments: Creation, Application, and Processing
Q7: How do I process a refund in CaterZen?
A: Locate the order in the Accounting Tab, select "Create/Edit Payments/Refunds," and choose the original payment method to process the refund. Ensure that the payment has already settled before issuing the refund.
Reference: Processing Refunds in CaterZen
Q8: What is a Credit Memo, and when should I use one?
A: A Credit Memo allows customers to apply unused funds from a previous order toward a future order instead of issuing a refund. This is useful for cancellations, adjustments, or customer satisfaction credits.
Reference: Understanding Credit Memos
Pre-Authorized Credit Cards & Payments
Q9: What does the "Pre-Authorized Credit Cards" feature do?
A: It temporarily holds a payment amount before finalizing the charge, ensuring funds are available but not yet settled until the event is completed.
Reference: Pre-Authorized Credit Card Charges
Sales & Tax Reports
Q10: How do I track outstanding invoices and overdue payments?
A: Use the Accounts Receivable Aging Report to monitor unpaid balances and send automated reminders.
Reference: Accounts Receivable Aging Report
Q11: What is the Sales Journal Report used for?
A: The Sales Journal Report tracks revenue, deposits, and payment types, helping businesses manage financial records and outstanding invoices.
Reference: Sales Journal Report: A Comprehensive Guide
Q12: How can I check which menu items are taxable or tax-exempt?
A: The Sales Tax Data Report provides a breakdown of all menu items and their tax status. If an item is marked as "Unassigned," update it in the Sales Tax Settings.
Reference: Sales Tax Data Report - User Guide
Q13: How do I generate a Sales Tax Report for tax filing?
A: Go to the Accounting Tab, select the Sales Tax Report, and choose the desired date range and location. You can export the report for submission to tax authorities.
Reference: Sales Tax Report - User Guide
QuickBooks Integration
Q14: How do I sync CaterZen with QuickBooks?
A: Navigate to the Admin Tab, click "QuickBooks Integration," and follow the steps to connect your QuickBooks Online account. Assign your sales journal categories to the correct QuickBooks categories before syncing.
Reference: QuickBooks Integration
Q15: How does CaterZen prevent duplicate QuickBooks syncs?
A: The system displays a warning message if an entry has already been synced, preventing accidental duplicate submissions.
Reference: QuickBooks Integration
Q16: What should I do if my QuickBooks sync fails?
A: Check for common issues like missing category assignments, mismatched payment totals, or rounding errors. Use the "View Synced Entries" feature to review previous syncs and troubleshoot errors.
Reference: QuickBooks Integration
Still have questions? Contact CaterZen Support for additional assistance!
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