Applying a Payment to Selected Invoices

Overview

Use this job aid to apply a payment on account for selected invoices for a name id.

To apply a payment:

1. From the Toolbar, click 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 the date if necessary by typing over the 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 box, 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 on account.
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 by deleting the current number and then clicking OK.
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".
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 1 for Apply Amount To Selected Invoices.
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, type 5 for settlement, type 7 for budget bill invoice, or leave blank for all document types.
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 Invoice Number box, click Lookup or type * and press Enter, and then select the invoice number you want to select, or type the invoice number that you want to select, or leave blank for all invoice numbers.
27. In the Order #1 and Order #2 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.
28. In the Their Order # 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.
29. In the User #1 and User #2 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.
30. Click OK.
31. Select an invoice to apply the payment to. Selection of invoices is repeated until the payment is applied in full or until there are no further unpaid invoices.
32. In the Payment Amount determines the dollar amount of the payment to be applied against the selected invoice. The payment amount defaults the amount in the Balance Due box, if the qualifying discount date is past and/or if the amount in the Amount Remaining box to be applied is greater than or equal to the amount in the Balance Due box. box, the payment amount you entered in step 15 displays. The default amount can be overridden to make a partial payment.
33. If the applied date is after the discount date (expired), the Discount Lost box defaults the amount of early payment discount amount disallowed. This box can be overridden to allow an expired discount. To allow a lost discount after the discount date is past, type a discount amount in the Discount Allowed box and adjust the amount in the Payment Amount box accordingly. A lost discount may be allowed only through the Apply Amount To Selected Invoices option. If the invoice terms code includes an unexpired discount date, the amount of discount is defaulted in the Discount Allowed input field.
34. Steps 32 - 33 are repeated for each selected invoice until the payment has been applied in full or the selection processed ended. The amount remaining may be left on-hold for later application or refund.
35. Click OK.
36. At the Is This Correct? prompt, click Yes.
37. At the Print A Cash Receipt For This Payment Now? prompt, click Yes.
38. Select the type of form to print.
39. In the Printer box, type the number associated to the place you want your report to print.
40. In the Copies box, type the number of copies of the report you want to print.
41. 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.
42. 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