9-6 Apply Payment
Applying Payments
Table of Contents
Applying Payments
Processing Summary
- Work With Payments
- Apply Payments to Receivables
- Full Apply
- Partial Apply
- Application by Invoice Number
- Application by Range
- Review
- Cancel
Processing Dialog
After a payment has been entered into the system, it can be applied to outstanding invoices. To begin, select the Work With Payments option in the A/R Main Menu. An example is shown below:
From this screen, choose the option "Apply" beside the payment you would like to apply to invoices and press <Enter>. This window will appear:
The payment information to be applied is listed at the top of the window. The open invoices are shown in the middle of the screen. The open invoices show the outstanding balance due on each invoice. The Unapplied Balance is listed at the bottom of the screen.
There are several cash application options which can be used to apply the payment. You can choose the option "Fully Apply" beside each invoice for payment in full. The user must press <Enter> after each selection. The Unapplied Balance is recalculated as you apply payment to each invoice.
The user may also make a partial payment on an invoice. To partially pay an invoice choose the option "Partial Apply" in front of an invoice, and press <Enter>. The following screen will appear:
Type in the amount of payment you would like to apply to each line of the invoice and press <Enter>. The balance due and the unapplied balance will change to reflect the cash applied. Next press <Cancel> to return to the Apply Payments window. Your new balance will be listed.
There are two other functions which allow you to apply payments to invoices as a group, rather than individually. The first option permits you to make partial or full payments to invoices. From the "Apply Payments to Receivables" panel, press <F7> Inv. No. The following panel is then displayed:
Key in the Invoice Number and Amount being applied to each invoice. Press <Enter> to record the payments. The new, unapplied balance is listed at the bottom. Press <Enter> to return to the Apply Payments Window. The new balances appear.
Your second cash application function pays in full an entire range of invoices. From the " Apply Payments to Receivables" panel, press <F8> Range key. The following panel is displayed:
Key the lowest Invoice Number in the first field, and the highest Invoice Number in the second field and the correct Customer #. Press <Enter> to register the payments. If there is not enough money to pay all the outstanding balances, the last invoice will only be partially paid.
The program will return you to the “Apply Payments to Receivables” window. The next step is to verify the cash applied to each invoice. Select "Review" and the following screen will appear:
After reviewing the applied payments, press <Enter> to accept. If you wish to cancel an individual payment, place the option "Cut" beside the payment, and press <Enter>. To cancel the entire listing, press <F12> Cancel and you will be returned to the "Work With Payments" panel.