2.1Making a Payment On Account
There are two ways to make a payment on account.
Making a Payment Through the Open Invoice
You are able to make a payment on account by changing the transaction type in the Open Invoice.
Enter the customer making the payment into the customer field.
You will be able to see the customer’s available credit on the right side of the Open Order Invoice. If the customer owes money, the credit will be negative.
Change the transaction type to Paymt/Acct.
A window will open asking for the payment amount. Enter the dollar amount and select OK.
The amount they owe on account will be automatically entered in the invoice line.
If the customer has other items to purchase, enter those in the invoice. Once the invoice is complete, post the invoice using the Post button or quick keys.
To see the payment go to the Customer Card or Accounts Receivable Open Batch.
2.2Making a Payment through the Open AR Batch
Create a new Open Batch by selecting the icon under the Accounts Receivable, AR Tools section in the Navigator.
Create a new batch by selecting the plus sign.
Enter the customer(s) who have payment to apply to their account. There are two ways to do this. You can enter the customer ID manually, or use the Lookup Customers Button.
Once the customer is entered, the company name will be entered into the line and the trans type will default to check. In the Transactions and Applications panel, the customer’s charges and past payments will appear.
Tab through to Trans. Type. When you click on the field, a list of transaction types will appear. Choose the one that the customer is using.
Enter a Reference ID for the Payment.
Enter the amount of the payment.
Depending on whether the customer is Balance Forward or Open Item will determine what happens after the amount is entered. If the customer is Balance Forward, the payment will automatically be applied to the oldest charge below in the bottom panel. The amount applied will be in the Applied column, and the Remaining column will have zero.
If the customer is Open Item, after the amount is entered it will not automatically apply. The full amount will be in the Remaining column until it is manually applied.
To apply the payment, highlight the payment in the Transactions and Applications table that will receive the payment. Double click on the line and the payment will be applied. If the payment is larger than the charge, the remaining payment will be in the Remaining column until applied to a new charge. One payment can be applied to multiple invoices.
With Open Item customers, it is possible to apply multiple payments at one time by selecting the Auto Apply Payment button. That will take any payments in the Remaining column and automatically apply them.
If your customer is Open Item and you have applied a payment to a charge, you can unapply that payment by selecting the Clear Applied For Payment Button. Highlight the payment in the Customers and Payments window that you want un-applied and select the button. The payment amount will move from the Applied column to the Remaining column.
To add another payment, go to the next line in the Customers and Payments panel and add the customer again, or add a new customer.
There is no limit to how many customers you can add to one Open AR Batch.
Once you have finished applying payments, select the Post button.
A window will open asking if you would like to print a deposit slip. Select Yes or No. If you select Yes, it will take the deposit information from General Preferences.