Customer payments can be entered either directly against selected invoices or as an unapplied payment on account. When paying customer invoices, edit the customer accounts payable record and from the Open Items tab, click the checkbox next to each invoice you want to pay and then click the Payment button to open the Receivable Entry screen.
Post and Review GL / Post – The entry will post using the default accounts receivable and bank accounts as defined in company settings or the customers default sales account. If Post and Review is selected, you can modify amounts and accounts on the entry if user security settings allows it, except the accounts receivable control.
Type – The Accounts Receivable transaction type. When creating a Payment following these steps, the Type field is not editable.
Method – The Payment method is used for identification of how the customer paid you, which is typically for reference only. If a credit card payment method is selected that has Integrated Processing enabled, the credit card information screen will appear when the payment is posted.
Date – Date for the payment that will be printed on the receipt and used for posting to the GL.
Print Receipt – Check if a payment receipt is required to print or email. The default selection is remembered from the previous time you posted a payment in AR.
Transaction – The assumed GL transaction number. If another transaction is posted after this number is assigned, then the transaction will be given the next available number.
Reference – Usually the customers check number or other payment information such as ‘credit card’ or ‘online’.
Memo – An additional description that can be used to describe this entry, if desired.
Total – The payment amount, calculated from the sum of the Pay Amounts for all transactions selected for payment.
Paid Invoices columns
Transaction Number – The GL transaction number from the AR invoice being paid.
Date – The date of the transaction being paid.
Reference – The document number being paid.
Balance – The current balance owing for the transaction.
Pay Amount – You can edit the amount you wish to apply an invoice, which does not have to be the full amount. Partial payments are also linked to the invoice after posting.
Terms Code – The terms code that was used for the amount
Terms Description – The terms description that was used for the amount
Discount Amount – The early payment discount amount. This is calculated from the terms information but can be edited before posting.
Discount % – The early payment discount % being offered. This is read from the terms information but can be edited before posting.
Give Discount – Enable the checkbox to calculate the discount amount, or remove selection to clear the discount amount to zero. Payments made prior to the discount date from terms will automatically be checked, but you can override this as necessary.
Payments on Account
If you wish to process a payment from a customer that is not being applied to any posted invoices, such as an order deposit, you can create a payment transaction directly to the customer account.
You must select the customer, and there is no grid to display selected invoices. Otherwise the payment is entered, printed and posted like other payments, creating a credit transaction that can be applied to an invoice in the future.