There are two elements to the payment of sales orders in Tradevine.

The first (1) is the payment method for the sale and the second (2) is the payment received indicator. Both of these are displayed on the Sales Orders screen.

See below to see what happens in Tradevine (and Xero) for each of the available payment methods.

Credit card sales

If a credit card sale is created in Tradevine from an external channel, the sales order will automatically be marked as paid. (as we already know that the Credit transaction through your payment provider was successful). If you manually create a credit card sale in Tradevine, you will have to manually mark the sales order as payment received. If you are using Xero, Tradevine will create an Accounts Receivable Invoice in Xero with a status of Awaiting Payment. Reconcile your bank statement in Xero as normal.

If the payment has been made through Trade Me’s Pay Now, Tradevine will create a transaction on the Xero Invoice for the Trade Me Pay Now fees. This means that the invoice balance will match the amount Trade Me will transfer and not the sales order value in Tradevine. Reconcile your bank statement in Xero as normal.

Cash sale payment

If a sales order is created with a payment method of Cash, it has to be manually marked as payment received. If you are connected to Xero, an Invoice is created. In addition, a payment into the Cash account will automatically be created and the Invoice marked as Paid. The Cash account used is the one defined within Tradevine’s Xero Integration settings. Reconcile this account as you would any other Petty Cash account.

Bank transfer

If a sales order is created with a payment method of Bank Transfer, the order has to be manually marked as paid. If you are using Xero, Tradevine will create an Accounts Receivable invoice with a status of Awaiting Payment. When you reconcile your bank statement in Xero, linking customer deposits with invoices overnight will automatically update the Tradevine payment received indicator.

Marking payment received on multiple sales orders.

If you wish to update multiple sales orders simultaneously, multiple orders can be selected on the sales orders screen and updated to indicate payment has been received.

Cancelling orders

Complete cancellation

If an order is cancelled in Tradevine and no products have been shipped to the customer, then the sales order will have a status of Cancelled. In Xero, if the invoice is Unpaid, then it will be voided, otherwise a credit note will be created to be manually refunded.

Partial cancellation

If an order is cancelled in Tradevine and some of the products have been shipped to the customer, then the sales order will have a status of Completed with Cancellations. In Xero, if the invoice is unpaid, then the invoice will be adjusted for the shipped quantities, otherwise, if it is paid, then a credit note will be created for the value of the unshipped products to be manually refunded.