Apply Payments

Overview

Apply Payments enables application of cash receipts to open invoices and credit memos on the customer account. The unapplied amount of the cash receipt as well as the applied and open amount values for the related applied invoices are updated and journal distributions are sent to the general ledger when the set is posted. Unposted application sets are available for subsequent maintenance until posted.

Entry tips

Type "?" in a promptable line edit and press TAB to view and/or select a code value. Click on the desired code in the related selection display to select the code value.

Apply payments

Enter or prompt via "?" the cash applications set to maintain or type "new" to begin a new application session. Change the Apply date as needed (if user profile security permits). Enter (or prompt) a customer number and press TAB to retrieve open cash receipts for the customer. The open cash receipts for the customer will be displayed in the "Open Payments" list. Click a payment detail line to retrieve this payment into the set for application. It will appear in the "Set payments" list and the "Invoices" panel will be activated with open invoices for the customer displayed for application.

Click a cash item in the "Set payments list". Click "Apply" to activate the "Invoices" panel for application. Select "Remove" to remove this check from the application session along with any applications which may have been made on the related payment. Click "Note" to maintain a note for the selected payment item. The application set may be deleted via the "Delete set" button. Complete the application session and click "Post set" to submit the application set to the background post process. A status message will be received upon completion of application set posting.

Invoices

Open invoices eligible for application to the selected customer payment are displayed. Click an invoice item, click "Apply" to apply the entire open amount of the invoice to the check. The Applied amount and Remaining amounts are updated as well as the applied amount on the selected invoice. Click "Partial" and enter the portion of the invoice to apply in Apply amount and optionally the Write-off amount, press "Update". The write-off amount if entered must close the invoice (i.e. reduce the open amount to zero). Continue invoice selection until the payment is fully applied.

Click "Auto apply" to permit the application to attempt to automatically apply invoices to the check. The auto apply process first applies open credit memos to the payment and then attempts to fully apply open invoices which do not exceed the remaining unapplied amount of the payment. Application amounts on the invoices selected by auto application are shown in the list and the Applied amount and Remaining amounts are updated.

Notes

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The "Notes" panel enables entry of free format comments for the current payment. The text entered will be linked to the current payment selected in the "Apply Payments" panel. Type text into the text box and press TAB to save this payment note. Additionally, a file may be attached to this payment via the "Attach" button. An attachment may be viewed via "View attachment" or removed via the "Remove" button which is visible if an attachment exists. A payment that has an associated note or attachment will have a document id number displayed in "Document".

Credits

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Enter payment applications that are not associated with an invoice in the "Credits" panel. Type or prompt via "?" the gl account number to be credited and the amount to be applied. Click "Update" to apply the amount. The display will be updated with the new value.

General Ledger distributions

ActionDistributionDebitCreditSource
Cash receiptCash accountXXBank Account Definition - Cash account
Cash receiptUnapplied cashXXBank Account Definition- Unapplied cash account
          
Cash applicationUnapplied cashXXBank Account Definition- Unapplied cash account
Cash applicationDiscount takenXXAR code - discount taken account
Cash applicationWrite-offXXAR Code - write-off account
Cash applicationAccounts ReceivableXXAR code - AR trade account
          
Check creditUnapplied cashXXBank Account Definition- Unapplied cash account
Check creditCredit account - cash sales,etc.XXEntered via Credits

Apply fields

Invoice fields

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Credits fields

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