Applying a Payment as an Unapplied Payment

Overview

Use this job aid to apply a payment as an unapplied payment. The cash receipt is placed on hold. The entire payment may be placed on hold or any remaining portion of the cash receipt may be place on hold. This unapplied payment amount may be applied later through Apply Payments From Hold.

To apply a payment as an Unapplied 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 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. Click OK.
9. 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.
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. Click OK.
12. 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.
13. Click OK.
14. Select Payment On Account is cash that may be applied to specific invoices or to the open balance. .
15. 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.
16. 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.
17. In the Remark box, type a remark about the payment.
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 3 for Leave Remaining As Unapplied Payment The cash receipt is placed on hold. The entire payment may be placed on hold or any remaining portion of the cash receipt may be place on hold. The unapplied payment amount can be applied later through Apply Payments From Hold..
23. At the Is This Correct? prompt, click Yes.
24. At the Print A Cash Receipt For This Payment Now? prompt, click Yes.
25. Select the type of form to print.
26. In the Printer box, type the number associated to the place you want your report to print.
27. In the Copies box, type the number of copies of the report you want to print.
28. 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.
29. Click OK.
30. Press Esc until the Toolbar becomes active.