Accounts Receivable > Invoice Payments > Apply Payment to Invoice/Advance Bill

The Apply Payment function allows you to post payments against invoices and advance bills. When you apply customer payments, you can also apply open credits, adjust finance charges, write off bad debts and enter other adjustments against invoices. You can only apply payments and open credits to advance bills. The system can handle payments made by cash, check, credit card or other pay types.

Notes:

•The system applies customer payments against invoice balances first and then against finance charges that were added to the invoice; however, you have an option to apply payment against finance charges first by marking the Apply Payment to Finance Charge Balance First in the Finance Charge tab of the AR Module Setup function. If you select this option, only invoices created after the change will be affected. If the finance charge is calculated on a past due statement balance, the charge is posted in the form of a separate invoice which can be called up and paid like any other invoice.

•You may also post prepayments and non-customer payments using the Apply Payment function.

To apply payment receipts to invoices or advance bills, perform the following steps:

1.Access the Apply Payment function from the Payment group in the Transactions menu of the Accounts Receivable module.

2.In the Customer # field, enter the number of the customer for whom you want to apply the payment. Alternatively, you may click the Lookup button to display all customer with active status; then, click a customer number to select.

Note: When the ClickToPay feature is enabled, entering a customer # will trigger the system to automatically check if there are online payments that have not been downloaded from the portal. A message will display to inform you if there are unsynchronized ClickToPay payments.

3.In the Payment Details page, review and accept or enter values in the fields related to the payment information. Refer to the Payment Details Page for more information.

4.If you want to apply open credits to your invoices, click the Apply Credit button beside the Total Open Credit field. Clicking this button automatically displays the Open Credit Details page. For more information on open credit, refer to the Open Credit Details Page section.

5.When you are ready to save this transaction, click the Save button in the function toolbar to proceed. In the Apply Payment save confirmation window that is displayed, perform these steps:

•If the Use System-Generated Receipt # checkbox was unmarked in the AR Module Setup function, follow these steps:

5.1. Enter a receipt number in the Receipt # field.

5.2. Click the Save Payment button to save the transaction; otherwise, click the Cancel Save button.

Note: If the Automatic option is activated for Receipt Numbering in the AR Module Setup function, AccountMate will automatically provide a receipt number in the Receipt # field, and both the Save Payment and Cancel Save buttons are disabled.

6.When you have saved the transaction, you can choose to perform any of the following options:

oPreview

Click the Preview button if you want to view the receipt before you print it.

oPrint

Click the Print button if you want to print the Payment Receipt.

oDeposit

Click this button to access the Record Bank Deposit function directly from this window in order to record bank deposits.

oNew

Click the New button to record another apply payment transaction.

oClose

This is the X button in the upper right corner of the save confirmation window. Click this button to close the save window.

Note: The Preview, Print and Deposit buttons are enabled only if the user has the necessary access rights to these function. To manage user access rights, use the Groups access rights function in the System Administrator module.

7.If you applied payments to several invoices for a customer or several customers without exiting this function, you may click the enabled Payment Summary page where you can view the receipts entered in this function in the current work session.

Q. I shipped a sales order and an invoice was created. When I try to apply payment to the invoice in the AR module the program can't locate the invoice. Why not?

A. Determine what the Pay Code is for the invoice in question. Examine the Pay Code in Pay Code Maintenance. If applicable, delete the check mark from the Automatically Pay Invoice option. When the option is checked, the system automatically records a cash receipt for the invoice. In order to make the invoice outstanding again, void the payment.

Q. How do I apply a non-customer receipt such as receipt of bank interest income?

A. To apply a non-customer receipt, perform the following operations:

1.Access the Apply Payment function on the Transactions menu.

2.Click the Non-Customer Payment button adjacent to the Customer # field. In the message that appears asking if you want to create a non-customer payment, click Yes.

3.Refer to the Post Non-Customer Payment discussion for the details on how to record non-customer payments in AccountMate.

Apply Payment to Invoice/Advance Bill

Apply Payment to Invoice/Advance Bill

See Also