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9-3&5 Add or Change a Payment

Maintaining Payments​

Table of Contents​

Maintaining Payments 2

Processing Summary 2

Processing Dialog 2

Work With Payments 2

Add a Payment 3

Change or Delete a Payment 3

Maintaining Payments​

Processing Summary​

  • Work With Payments
  • Add a Payment
  • Change or Delete a Payment

Processing Dialog​

Work With Payments​

The cash application process is started by adding a customer payment for cash that has been received.

  • To initiate the process, from the "A/R Main Menu," select the option to go to the "Work With Payments" panel as shown below.
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Work With Payments

  • Search criteria at the top of the panel can be used to locate a particular Payment or group of Payments.
  • When the panel is first displayed, a default search by Payment Date is used to list the payments in descending numerical order, thus the most recently entered will appear first on the list.
    • Placing the cursor on an entry line and pressing the < - F1 - > key provides a definition of that filter.
  • There are multiple search criteria available at the top of the panel.
    • The search columns across the top support searches by the - Customer - , - Payment No. - , or - Check Number - , - Ref No - , - Dates - , or - Status - used for identifying a payment within WDLS.
    • The search criteria also allow you to specify a Status - (Sts) - to restrict the search.  The Status defines each payment as either Applied, - AP - , or maintaining an Unpaid Balance, - UB - .
  • Within the body of the panel is a list of Payments that match the criteria entered.
    • At the far left of each line there is a field for entering option ( - Opt - ) codes next to the appropriate Paying Customer.
  • Options are functions that may be performed against a particular Payment if the current status allows.
    • If more option codes are available, use < - F23 - > to scroll through any additional option codes.

Additional fields on the line include:

  • TC - - The Transaction Code can be - P - for Payment or - C - for Credit.
  • Paying Customer - - The Customer's Code and name identify the customer making the payment.
  • Check Number - - The Check Number, which was used in making the payment, is identified in this column.
  • Payment Date - - The Date indicates the Date that the payment was made.
  • Un-applied Balance - - The amount of money that has not yet been applied to an invoice.
  • Check Amount - - The Check Amount indicates the amount for which the payment was made.

Add a Payment​

  • Press the < - F6 - > key to Create/Add a payment that has been received.  The following window appears.
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Maintain Payments

  • Key in the values for the following fields:
    • Customer Number - - This is the code for the customer who is making the payment.
    • Check Number - - This is the check number used in making the payment.
    • If there is a - Storer Reference Number - - The Reference Number identifies the payment for the customer.
    • Description - of the payment.  This is an optional entry for a brief description of the payment.
    • Payment Amount - - The Amount indicates the amount for which the payment was made.
    • Add the - Deposit Date - , if it is available. This is the date that the payment was deposited.
    • Press < - Enter - > to register the data. The system returns to the "Work With Payments" panel.
    • The new payment is listed.  Its status line is - UB - , for Unpaid Balance.
    • The Transaction Code indicates that it is a payment ( - P - ), rather than a credit ( - C - ).  The Check Number, Payment Date, and Check Amount are displayed.  The Un-applied Balance indicates the amount of money that has not been applied to invoices.

Change or Delete a Payment​

If an error occurs during entry or new information arrives, the payment can be changed by selecting " Change ".

  • Place the "Change" option in front of the payment and press < - Enter - >.  The Maintain Payments window appears again.
  • Make any necessary changes or additions and press < - Enter - > to record the information. - NOTE - : Only payments that remain in the - UB - status can be changed.
  • The system returns to the "Work With Payments" panel.

Any payment can also be Deleted that maintains an Unbilled Balance status ( UB ).

  • Choose the "Delete" option, placing it beside the payment, and press < - Enter - >.  This following window appears.
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Delete a Payment

  • To complete the - deletion - , press < - Enter - >.
  • To cancel the deletion, select option "Cancel".  Either option returns the user to the "Work With Payments" panel.