Steps
to Set Screen PreferencesNote: The instructions listed below explain each field as they appear on the Payments screen when the screen preferences are set to the defaults. If the screen preferences were changed, the fields may be out of order as described below and there may even be fields that do not appear on the screen. If desired, the default screen preferences can be restored.
Steps
to Set Screen Preferences
Steps
to Restore Default Screen Preferences
Also, for any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
From the Accounts Receivable screen, select the Data Entry menu and then Payments.
If a batch already exists, the Payments Batch Search screen will appear. To continue adding payments to an existing batch, select the desired batch by double-clicking on the batch description; otherwise, to enter a new batch, click the New Record button and then complete the batch options. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Payments
The Payments screen will appear for the selected payment batch. The description and processing month for the selected batch will appear in the title bar.
Click the New Record button to initialize the screen for a new entry.
Complete the Header Information of the payment.
Enter the number of the payment in the Payment Number field. The payment number must be unique, and can be alphanumeric and up to 20 characters long. Leave this field blank to have the system automatically assign the next available payment number once the payment is saved.
Note: If having the system assign the payment number, the number will be incremented from the most recently used payment number.
Enter the ID of the customer from whom the payment was received in the Customer ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: In order to enter an ID in this field for an entity already defined as an employee, employer history, payee, received from, ship to address, and/or vendor, the entity role of AR Customer must first be added by calling up the entity within the Customer File in Accounts Receivable and clicking Yes when prompted to make the entity a customer.
Enter the date of the payment in the Payment Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current date.
Note: The date for the entry should be within the specified processing month for the batch or else it could result in not being able to successfully complete the check reconciliation option if the entries in Accounts Receivable post to General Ledger (as defined in the Accounts Receivable System File).
Enter the total amount of the payment in the Payment Amount field. The amount can be up to 14 characters long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. If desired, leave this field blank until all the payment detail lines have been entered; then click the Calculate button to have the system automatically add up all the detail lines and display the total in this field.
Note: If the Automatically Calculate Totals on Data Entry field in the Accounts Receivable System File is selected, the system will automatically add up all the detail lines when saving the payment and display the total in this field.
If the payment was made by check, enter the number of the check in the Check Number field, if desired. The number can be alphanumeric and up to 15 characters long.
Complete the Detail Information of the payment.
Note: All the posted invoice detail lines (and posted advance payment lines, if applicable) that have a balance due for the specified customer appear in the Detail Information section. Complete the appropriate lines for the invoices that are being paid.
Tip: If needed, advance payments can be entered in anticipation for an upcoming invoice that has not yet been entered and posted. To enter an advance payment (a payment that is not tied to an existing invoice), add a new detail line by completing the blank line (indicated with an asterisk) at the bottom of the Detail Information List. After posting an advance payment and when entering future payments for the particular customer, the advance payment will show similar to an unpaid invoice. Once the anticipated invoice has been entered and posted, the advance payment must be selected as part of a payment (payment number) for the customer, along with the appropriate invoice, in order to stipulate which invoice the advance payment applies.
To indicate the line is being paid, whether the payment is for a specific item (invoice detail line or advance payment line) or for a new payment line not tied to an item, click the Selected field. A checkmark will appear in the box if the field is selected. This field is selected by default when adding a new payment line not tied to an item. To select to pay all the detail lines displayed on the screen, click the Select All button located above the Detail Information List.
Enter the ID of the payment transaction for the line in the Payment Transaction ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. If paying a specific invoice detail line and there is a payment transaction defined with the Default Payment Transaction field selected (within the Payment Transaction File) for the particular department, the ID of the default payment transaction will appear but can be changed if needed.
The ID of the department assigned to the specified payment transaction appears in the Department ID field and cannot be changed. If paying a specific item (invoice detail line or advance payment line) and the Payment Transaction field is not yet completed, the ID of the department from the particular invoice detail line or advance payment line appears instead, if applicable.
Only if the entries in Accounts Receivable post to General Ledger (as defined in the Accounts Receivable System File), the Account Number field appears. If applicable, enter the account number to credit for the payment line in the Account Number field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. If operating on a cash basis, enter the appropriate revenue account number. If operating on an accrual basis, enter the appropriate accounts receivable account number. If the specified payment transaction was defined with the Default Revenue Account field completed (only applicable if operating on a cash basis) or the Default Fund Number field completed (only applicable if operating on an accrual basis), the appropriate revenue account number or the Accounts Receivable Account for the designated fund will appear by default but can be changed if needed.
Note: If None is specified in the Post to General Ledger field in the Accounts Receivable System File, the Account Number field will not appear.
Tip: Once the account number is specified, the name of the account will display in the status bar located at the bottom of the screen.
Enter a description for the payment line in the Payment Detail Description field. The description can be alphanumeric and up to 40 characters long. If the Default Payment Detail Description field is completed in the Accounts Receivable System File, that description will appear as the default when paying a specific item (invoice detail line or advance payment line) but it can be changed as needed; or for a new payment line not tied to an item, leave the field blank to use the default description.
Note: To use the description of the payment transaction, enter a T in this field. To use the description of the department, enter a D in this field. To use the description of the account number from the Chart of Accounts File (only applicable if operating on an accrual or cash basis), enter a C in this field.
Enter the amount paid for the line in the Payment Detail Amount field. The amount can be up to 14 characters long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable. If paying a specific item (invoice detail line or advance payment line), the balance due for the line will appear by default but can be changed as needed; the amount must be a positive number. If entering a new payment line not tied to an item, the amount can be a positive or negative number.
If paying a specific item (invoice detail line or advance payment line), the information for the line appears in the Invoice/Payment Number, Invoice/Payment Transaction ID, Invoice/Payment Department ID, Date, Detail Description, Detail Amount, and Detail Balance fields and cannot be changed.
Repeat the steps to complete the Detail Information to enter all the detail lines for the payment.
Note: The Distributed amount for the payment must equal the Payment Amount specified in the Header Information. These totals along with the batch total are displayed at the bottom of the screen.
If the Payment Amount field was left blank (and the Automatically Calculate Totals on Data Entry field in the Accounts Receivable System File is not selected), click the Calculate button for the Payment Amount field at this time to have the system automatically add up the total of all the detail lines and display the total amount.
Click the Save button.
Note: If desired, to print an actual receipt form for a payment (payment number), click the To Screen & Save button instead to save the payment and print the receipt now, using the report entered in the Default Payment Receipt Report field in the Accounts Receivable System File.
Once all the payments have been entered, print a listing and post the batch.
Tip: Print a Payment Listing from the Reports menu to view a listing of all payments in the selected batch. Print the Payment Receipt Form report from the Reports menu to print an actual receipt form for a payment (payment number).