Frequently Asked Accounting Questions:
Last Updated: 9.25.24
A customer calls in requesting to change their payment method. This SOP will guide you through how to process a change of payment method or new credit card to keep on file for a customer.
1. Find out the customer’s ePIC customer number.
2. If they are on the phone, open OneDrive
and select Daily Files Account Applications and Payment
3. Hover over the file needed (US IS payment info for BB and PD Payment Info for Pro Design Customers), then right click and select “Duplicate”
4. On the Duplicate copy, fill in all the information on page 1, while leaving the signature blank and filling in todays date and your initials for “Date CC details Provided”
5. Select the Mark Up button, then the Add Text button, and type in the customer’s ePIC number inside the box that appears
6. Next, close out of the document and drag and drop your new file into the “Completed Forms” folder
7. Now, notify Tara in Accounting that the form is there for her review.
If the customer is emailing in:
Send them an updated form to complete for “Payment Information”.
1. To find this form, open OneDrive
and select:
a. Daily Files Account Applications and Payment
8. When they return the completed form, complete steps 5-7 above.
If the customer has an invoice that is ready to pay, the new payment method can be added in right away. If they do not have an open invoice, accounting will delete the current payment method and then add the new one as soon as they have an open invoice.
9. Lastly, let the customer know we will update their payment method.
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