Customer Payments

Purpose

The purpose of the Customer Payment transaction is to receive funds from your customer and apply those funds towards their outstanding invoices, manual AR charges, and monthly finance charges. During this process, you can accept payment in the form of cash, check, credit card, or EFT. You also have the option of applying credits in the form of open customer credits, manual AR credits, and over-payments.

Entering a Payment

1. In the main menu, click the "New" button to begin a new payment.
2. Select a customer.
   1. Optional: If you have not identified the customer and Sales Order number in previous steps you can find the customer by clicking on the option "Search for Customer by Invoice". To "Find Customer by Invoice", enter the invoice number and hit the "Enter" key. When the invoice displays, hit "Enter" again and it will bring you back to the Customer Payment screen with all of the open invoices for the associated Customer displayed, or in the search screen simply highlight the correct customer and hit "Enter", which will bring you back to the Customer Payment screen.
   2. Note: If this account is paid from a corporate headquarters enter the Payor instead of Customer. Hit the "Enter" key and all of the invoices for the Payor will be displayed.
3. Select a payment type: Check, Cash, Credit Card, EFT, or Credit Application Only.
4. Enter a meaningful Reference. In the case of a check, this would be the check number. In the case of an EFT, this might be the confirmation number from the bank. Choose whatever works best for your situation and payment type and complies with your companies policy.
5. Enter a Date: Today's date will default. Most companies use the current date, not the date on the customer’s check, and change it only if unusual circumstances make it necessary.
6. Enter an Amount. This is the total amount of the payment to be applied.
7. Optional Step: Apply Credits
   1. If the payment includes Credits to be Applied and if there are corresponding credits on record, you will see an amount displayed in the section Available Credit. This includes previously posted Over-payments.
   2. Select credits to apply to this payment by clicking on the ellipsis icon Available Credit box. This will display a list of credits. Click the check-box on the line of the credit, or overpayment, that is applicable. Close the credit list box and the running totals for Available Credit and the Balance to Apply will have changed by the amount of credits selected.
8. Select the invoice to be paid. Click the check-box to the left of the transaction. There will be a running balance shown at the lower right of the invoice list section and the Balance to Apply in the header section will change as you select each invoice.
9. Optional: If there is a short payment of an invoice you need to select the invoice line and type in the partial amount, overriding the full amount that is displayed as the default in the Payment column.
10. If there is an over-payment, a message will display when you post the payment: "The payment has not been fully applied. Do you want to place the remaining amount on a store credit?" Selecting "Yes" will put an open credit on account with the check number as reference. This type of over-payment on account can only be cleared via the Overpayment Adjustment process. Selecting "No" will not allow the payment transaction to post. If this is a miscellaneous over-payment, follow instructions for Invoice Adjustment below and make the adjustment and distribution at this time.
11. Optional Step: Invoice Adjustement
    1. To make an Invoice Adjustment at time of payment, you will need to select the invoice line, then click in the Adjustment Column where you type in the negative or positive amount of the adjustment. Select a Reason Code to determine the G/L distribution for the adjustment.
    2. Click the "OK" at the bottom to return to the payment line. Type in the amount of the invoice balance or other partial amount, overriding the full amount that will be displayed as the default in the Payment column.
12. When all invoices have been selected and payment is in balance, go to "Actions" in the toolbar above and select either “Post This Payment” or “Post This Payment & Add a New One” when entering multiple customer payments. You will get a message that "The post completed successfully". Click the "OK".
13. This transaction is now complete. You can exit the screen, or start over at step 1 to process another payment.

View, Edit, Reverse, Or Mark as "NSF" a Previously Posted Payment

1. In the main menu, click "Open" to bring up Customer Payment Search.
2. Finding the payment:
   1. If you know the Reference Number you can type it in under Search Criteria then hit the "Advanced" button and then the "Search" button to bring up the transaction.
   2. If you do not know the Reference Number (check number or other payment reference) click the "Advanced" button and enter other Criteria such as first two letters of Customer or the Customer Name, then the "Search" button to bring up the transaction.
3. Select the transaction and click the "OK" button which will re-open the transaction for viewing or for editing.
4. Optional: edits can be made to any information that was originally entered and must be posted in the same way as the original.
5. Optional Step: Reversals
   1. To reverse the transaction completely, go to "Actions" in the toolbar above and select "Reverse this Payment".
   2. You will get a message that “The reversal completed successfully”. Hit the "OK".
6. Optional: To mark a payment as NSF (non-sufficient funds), follow the same instructions for reversal of an invoice, but select "Mark This Payment as NSF" from the "Actions" drop down menu.