Applying a Payment to the Balance Due

Overview

Use this job aid to apply a payment to the balance due. The cash receipt is applied to unpaid invoice transactions, starting with the oldest due date first and working forward until the payment is fully applied or until all unpaid invoices are paid. Setup Information determines whether payments are applied to finance charges first.

To apply a payment to the balance due:

1. From the Toolbar, click ACR for Accounts Receivable.
2. From the Accounts Receivable menu, select Payments/Prepayments, and then select Payments/Prepayments.
3. Select Enter Payments Received.
4. The Location Code identifies the document location where the payment is maintained. To use a different location, click Lookup or type * and press Enter, and then select the location, or type the location code you want to enter the payment in.
5. In the Name Id box, click Lookup or type * and press Enter, and then select the name id you want to apply a payment to, or type the name id that you want to apply a payment to.
6. In the Payment Date box, the current processing date defaults. Change this date if necessary by typing over the current date.
7. In the Postmark Date box, change the date if necessary. The postmark date is used to qualify the cash receipt for the anticipated early payment discount. If postmarked on or before the discount date, the payment discount is allowed. If the postmark date is after the discount date, the early payment discount is disallowed (lost).
8. In the Bank Code, a bank account may be automatically updated with each cash receipt entered in Accounts Receivable. The Bank Code box displays only if specified in Setup Information and if the Agris Bank Management System is integrated. The bank code is used by SJI with the PM transaction code to cross-reference the ledger account to update in the General Ledger system. box, the default bank code displays. To change the bank code, click Lookup and select the correct bank code.
9. Click OK.
10. In the Deposit Number box, the default deposit number defaults in. This number is used for grouping cash receipts together for reporting purposes. Suggested coding schemes include a pre-numberd deposit slip or the date.
11. In the Remark box, type a remark about the payment.
12. Click OK.
13. In the Receipt Number If the Receipt Number box is set to allow user-override in Customize, this box is open for entry. The source and the type of document number to default is set in Setup Information. If the Receipt Number box is not set to allow user-override, the receipt number is not open for entry and the next screen is displayed immediately. box, the default receipt number displays, and may be overridden as necessary. The receipt number attaches a document (control) number to the transaction for tracking purposes.
14. Click OK.
15. Select Payment On Account is cash that may be applied to specific invoices or to the open balance.
16. In the Payment Amount Do not change the amount of the cash receipt to either the balance due or the account balance. If the cash receipt is "short", an early payment discount may be allowed on a selected invoice. An overpayment may be left as an unapplied cash receipt. box, type the exact amount of the cash receipt.
17. In the Check Number box, type the optional customer's check number or the word "Cash". This information prints on the A/R Payment Reports and appears on various inquiry screens.
18. In the Balance Due box, the total outstanding invoices for all locations excluding prepayments displays.
19. In the Account Balance box, the total unpaid invoices for all locations including prepayments displays.
20. Click OK.
21. At the Is This Correct? prompt, click Yes.
22. Select 2 for Apply Entire Amount To Balance Due The cash receipt is applied to unpaid invoice transactions, starting with the oldest due date first and working forward until the payment is fully applied or until all unpaid invoices are paid. Setup Information determines whether payments are applied to finance charges first.
23. In the Location Code box, click Lookup or type * and press Enter, and then select the location code you want to select invoices for, or type the location code that you want to select invoices for, or leave blank for all location codes.
24. The Document Type box, type 1 for item invoice, type 2 for manual invoice, type 3 for finance charge, type 4 for interest credit, 5 for settlement, 7 for budget bill invoice, or leave blank for all.
25. In the Invoice Type box, click Lookup or type * and press Enter, and then select the invoice type you want to select invoices for, or type the invoice type that you want to select invoices for, or leave blank for all invoice types.
26. In the 1st Grn Ticket# and Grn Contract # can reflect a descriptive title set in Setup Information and can be set to required or optional. These user-defined boxes can relate any information. Suggested uses of these boxes include method of shipment, freight terms, approval codes, and quotation number or expiration date, etc. boxes, type user-defined information, or leave blank for all invoice numbers.
27. In the Their Order Number represents the customer's internal purchase order number, reference, or control number. The information in this box can be useful when contacting the customer regarding the transaction. box, type the customer's document control number, or leave blank for all invoice numbers.
28. In the Grn Fr Misc Oth and Grn Vehcl # can reflect a descriptive title set in Setup Information and can be set to required or optional. These user-defined boxes can relate any information. boxes, type user-defined information, or leave blank for all invoice numbers.
29. In the Invoice Date Beginning and Ending box, use calendar button to enter if necessary.
30. Click OK.
31. At the Is This Correct? prompt, click Yes.
32. At the Print A Cash Receipt For This Payment Now? prompt, click Yes.
33. Select the type of form to print.
34. In the Printer box, type the number associated to the place you want your report to print.
35. In the Copies box, type the number of copies of the report you want to print.
36. In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.
37. Click OK.

Learn more about Applying Payments feature:

• Applying a Payment to Selected Invoices
• Applying a Payment to the Balance Due
• Applying a Payment as an Unapplied Payment
• Applying a Payment From Hold