Apply Customer Payments

Accounting > Accounts Receivable > Apply Customer Payments

General Information

This function enables you to process payments, adjustments, refunds, payment deferrals, and bad debt transactions against customer invoices. It also enables you to delete a transaction created in error.

See Also

Accounting Methodology

How to Use the Screen

To Make a New Payment Transaction

1. Find the Invoice(s) for payment. You can use either the ORDER # or CUSTOMER # to find the invoices. If you transferred to this function from the Customer Account screen, you do not need to complete this step.

ORDER # - to record payment for invoices against a single order, enter the order number and press ENTER to display the list of invoices for the order. To record payment against multiple order invoices, press F2 to display the Create A List Of Orders screen. Use this function when recording COD payment from UPS with a single check for several orders from different customers.

CUSTOMER # - if you know the customer number, enter it and press ENTER to display a list of invoices for that customer. If you do not know the customer number, press F2 to display the Customer and Order Lookup screen.

2. Select the Transaction Type. Use the pull-down menu for TRANSACTION TYPE to make your selection.

Check Payment

Adjustment

Refund Check

Defer to Next Order

Apply Existing Customer Balance

Bad Debt

Credit Card Payment

3. Select the invoices to apply the payment (or other transaction) from the List of Open Invoices to Select. (Refer to the Column Definitions for the list below.) Use the buttons at the bottom of the screen to apply either the full amount of the invoice (APPLY) or a partial amount of the invoice (APPLY AMOUNT). To correct an applied amount, use the UNDO and/or UNDO LAST button.

4. Press the CREATE TRANSACTION button to exit and report the payment to the M.O.M. Accounting Journal. To exit without recording the payment, press CANCEL.

To Review/Delete an Existing Transaction

If a transaction is created in error, you can delete the incorrectly reported transaction using this function. Note: A transaction cannot be deleted if it has already been posted.

1. Enter the TRANSACTION ID # and press ENTER to find and display the transaction. The Transaction ID # is reported in the A/R Journal Activity Report and also in the Journal Display for a customer order.

Note: In review mode, the USER ID, REPORTED, and POSTED fields display information about the transaction.

USER ID - the identification initials for the user who made the transaction.

REPORTED - indicates whether or not the transaction has been recorded to the journal.

POSTED - indicates whether or not the transaction has been posted using the Post Journal function.

2. Press the DELETE TRANSACTION button to exit and delete the transaction. To exit without deleting the transaction, press CANCEL.

Column Definitions for the Open Invoices List

The list can be sorted by any column shown on the screen in blue.

ORDER - the order number.

INVOICE - the invoice number for an invoice that has already been billed, or "Next" to indicate the next invoice that has not yet been generated for that order.

DATE - date of transaction

INVOICE AMOUNT - the amount due on the invoice.

PAID AMOUNT - the amount already paid on the invoice.

BALANCE -   the INVOICE AMOUNT less the PAID AMOUNT. (Balance = Invoice Amount - Paid Amount)

DISCOUNT AVAILABLE - discount available for transaction

AMOUNT APPLIED - the amount of payment being applied in the current transaction.

DISCOUNT TAKEN - discount taken for transaction