Accounts Receivable > Invoice Payments > Post Non-Customer Payment

The Apply Payment function allows you to post payments from sources other than your regular customers. Non-customer payments refers to payment receipts generated from non-trade transactions. If your company is a merchandising concern, non-customer payments include receipts such as payments of loans and advances, space rental and the like arising from peripheral activities of the business.

To post a non-customer payment, perform these procedures:

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

2.Click the Non-Customer Payment button adjacent to the Customer # field. A message box will display requesting confirmation that you are posting a non-customer payment. Click the Yes button to confirm; otherwise, click No.

3.In the Payment Information area, provide values in the following fields:

oReceipt Date

Enter in this field the date when non-customer payments will be recorded as received. The default value in this field is the current system date. You may enter another receipt date in this field as long as it is not restricted for posting. You may click the Fiscal Period Table Lookup button to display the Posting Period Restrictions function that shows all the fiscal periods indicating those that have been restricted for posting.

oPay Code

Enter in this field the pay code that represents the method of payment for this non-customer payment transaction. You may click the List box button to display a list of available pay codes pre-defined in the system. The List box only shows pay codes with Debit/Credit Card, Cash, Check, Other, and ACH pay types. Click from the list the applicable pay code to select. You cannot continue to process the transaction unless you enter a valid pay code in this field.

oBank #

Enter in this field the bank into which the payments received will be deposited. The default value in this field is the bank account number used in the last receipt transaction entered in this function. Alternatively, click the List box button to select the appropriate bank account number.

oPaid Amount

Enter in this field the amount you received from the customer as payment for this transaction. You must enter in this field the full amount received from the customer.

oBank Amount

Enter in this field the amount that will be credited to the bank wherein the payment received will be deposited. If the payment transactions are in a foreign currency amount, the converted amount is shown in this field.

oBank Currency Exchange Rate

This field is enabled if the currency code entered in the field adjacent to the Paid Amount field is a foreign currency code different from the customer's. The field displays the exchange rate that you have assigned to the currency code you entered in the Currency field. You may update the value in this field; however, this new exchange rate will only apply to the current receipt transaction. The change that you make in this field will not affect the exchange rate in the Currency Exchange Maintenance function.

oCheck/ Credit Card #

This field is enabled only if the pay code entered in the Pay Code field has a check or credit card pay type. Enter in this field the check number if the payment is by check, or the credit card number if it is paid by credit card.

oReference

Enter in this field reference information such as the payer's name (if it is different from the customer); the bank account on which the check was written; the company that issued the credit card, cashier’s check or travelers check for this receipt transaction.

4.In the grid on the screen, enter the appropriate GL Account IDs to which you want to post the non-customer payment.

4.1. Activate a new line in the grid by clicking the Append row to end button.

4.2. Enter in the GL Distribution Account field the GL Account ID in which you want to post the non-customer payment. You may click the List box button to select from a list the appropriate GL Account ID. Once a valid GL Account ID is selected, its account description is displayed in the adjacent field.

4.3. Enter in the Amount field the appropriate amount you want to post to the corresponding GL Account ID.

4.4. For subsequent GL distribution account entries, you may click the Append row to end button to activate a line in the grid or click the Insert row before current button to insert a blank line above the currently selected grid line.

4.5. To delete a GL Account ID from the grid, select the line that you want to delete; then, click the Delete button in the grid toolbar. .

5.When you are ready, click the Save button in the function toolbar. The Apply Payment save confirmation window is displayed which shows the Receipt transaction number.

6.In the Apply Payment save confirmation window, you may also do the following:

oPreview

Click this button if you want to view the Payment Receipt document before you print it. You may also access the Print Payment Receipt function to preview the report.

oPrint

Click this button if you want to print the Payment Receipt document. You may also print the document using the Print Payment Receipt function.

oDeposit

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

oNew

Click the New button to create another non-customer payment transaction.

oClose

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

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

Post Non-Customer Payment

Post Non-Customer Payment

See Also