Apply Payments

Applying the Payment at entry time

After saving the Payment you may apply the Payment immediately by double clicking the Apply to Invoice Number entry box. (You may also click Close to exit and the Payment will be saved for later application.) After double clicking the Apply to Invoice Number you will see a list of invoices for this customer. Select the invoice against which this payment is to be applied by clicking on the invoice line. Then Close the list window.

If the invoice is still OPEN (unpaid) the box showing the Invoice Balance Receivable amount will be automatically completed. The Invoice Balance Receivable is the net amount of the invoice remaining after previously applying any Payments and/or credits. This is the outstanding balance of the invoice. You can not apply Payments exceeding the outstanding balance of any invoice and can not apply payments to a zero balance (paid) invoice. If all invoices for this customer have already been paid you will not be able to apply the Payment but it will be automatically saved for application to future invoices. Applying a Payment causes the outstanding balance in the customer's data file and the unapplied amount of the payment to be reduced.

Enter the amount of the Payment you wish to apply in the Amount To Apply box to update the invoice you have selected. Click the Apply button to complete the application. You may then either Close the Payment list window or select another Payment to apply to another invoice.

As you apply the Payment against a customer's invoices the balance due on the invoice and the remaining balance of the Payment will be automatically reduced, until either the invoice balance or the unapplied Payment amount reaches zero. Any remaining Payment amount can be applied against other invoices. The outstanding amounts shown on the Customer maintenance windows will also be updated.

Applying the Payment at a later date

Whether you apply the Payment at the same time as it is entered, or at a later date, the application process is the same and will be accomplished by completing boxes in the bottom portion of the window.

To apply an existing saved Payment:

Select:

Payment Selections -> Apply Payment

When you have selected the customer in the Customer Code Entry (Fig. ) box a list of Payments (Fig. ) for this customer will appear. Select the payment you want to apply by clicking on the line in the list for that Payment. The Payment Entry Window will appear with the top half already completed. Follow the same instructions as above for applying the Payment.

Figure: Payment Selection Window