Applying Customer Payments

On the Accounting menu, select Accounts Receivable > Apply Customer Payments to open the Apply Customer Payments window.

Complete the following fields as appropriate:

Customer: Customer whose payment you want to apply. The phone number will automatically populate.

Description: Optional description for this payment application.

Payment: Number of the payment transaction that has already been recorded from the selected customer and not applied.

Number: Number automatically assigned to this payment application. You may change it.

Date: Date on which the payment is being applied to the invoice(s).

To select invoices to which to apply the payment, do one or more of the following:

To apply this payment automatically to all invoices billed to this customer, click [Auto apply customer payment]. e-automate selects invoices to which to apply the payment, beginning with the oldest invoices, and continuing to apply it until the payment has been completely disbursed or there is an unapplied amount of payment remaining.

To add invoices that were originally posted to the selected customer to the Record Customer Payment window, do the following:

In the Invoice field, use the lookup to select an invoice.

In the Amount field, e-automate enters the amount due on the invoice. Enter a different amount if appropriate.

Click [QuickAdd] to add the invoice to the Record Customer Payment window.

Repeat steps a through c above to add more invoices billed to the selected customer.

To add invoices and set specific details during the addition, do the following:

Click [Add] to open the Add Customer Payment Invoice window.

Complete the following fields as appropriate:

Apply to credit memo/invoice: Invoice to which this payment should be applied.

Apply to unapplied payment: Use this option to apply a payment not associated with a specific invoice.

Amount to apply: Amount to be applied.

Terms discount amount: Discount amount to be applied to the invoice according to the terms.

Reverse Sales Tax: When checked, e-automate creates a miscellaneous charge credit memo against the invoice to reverse the tax charged on the invoice.

Terms discount account: Account to which the terms discount is applied.

Terms discount department: Department to which the terms discount is applied.

Accounts receivable account: Accounts receivable account to be reduced.

Click [OK] to add the invoice to the list and return to the Record Customer Payment window.

Repeat steps a through c to add more invoices using the Add Customer Payment window.

To add invoices from other customers, do the following:

Click [Advanced Add] to open the Add Customer Payment Invoices window.

E-automate displays only invoices billed to the customer identified in the Customer field. To see invoices billed to customers related to this customer, select Show only invoices billed to customer and related customers. To see all open invoices, select Show all invoices.

Use the QuickSearch to narrow your list of invoices. For information on using QuickSearch functionality, see the Using the QuickSearch topic.

Place a checkbox next to invoice(s) to which you want to apply the credit memo.

If you do not want record the invoice as paid, leave an amount due in the Amount to apply field. To apply a partial payment on the selected invoice, in the Amount to apply field identify the amount of the payment you want to apply to the selected invoice.

Click [OK] to add the invoices checked in the Add Customer Payment Invoices window.

To make changes to the invoices you have added, do the following:

Select the invoice whose settings you want to change.

Click [Edit] to open the Edit Customer Payment Invoice window.

Modify the following fields as appropriate:

Apply to credit memo/invoice: Use this field to confirm the invoice.

Amount to apply: Amount to be applied.

Terms discount amount: Discount amount to be applied to the invoice according to the terms.

Reverse Sales Tax: When checked, e-automate creates a miscellaneous charge credit memo against the invoice to reverse the tax charged on the invoice.

Terms discount account: Account to which the terms discount is applied.

Terms discount department: Department to which the terms discount is applied.

Accounts receivable account: Accounts receivable account to be reduced.

Click [OK] to save your payment settings.

To remove an invoice from the list of invoices, do the following:

On the Invoices tab, select the invoice you want to remove.

Click [Remove] to remove the invoice.

To remove the invoice, click [Yes]. To cancel and return to the Record Customer Payment window, click [No].

Click the Miscellaneous tab to bring it forward.

In the Unapplied accounts receivable account field, verify the information is correct.

Click [OK] to apply the payment to the listed invoice(s). If you checked Reverse Sales Tax, e-automate also creates a miscellaneous charge credit memo for the tax amount. For more information on Applying Customer Payments, see Additional Info - Accessing the Transaction from the Customer Payment List.