Enter Payments

Overview

The “Enter Payment” tab is were you enter the payment information. You will need to enter a payment before it can be applied to an invoice.

Detail

To enter a payment into the A/R module:

-Click Insert in the upper right

-Search for the appropriate customer

-Double click on the customer

-Select the type of payment

Keep in mind that any payment type that is a debit memo will increase the amount of the invoice due rather than decrease the invoice

-Enter the payment date

-Enter the amount

-Enter the reference

-Click save

From this screen you’ll see the clients Un-Applied total, and how much of the current payment remains to be applied.

To apply that payment to one or more invoices:

-Right click in the white area under apply payments

-Select add invoice which will open the open invoices screen

-Select the open invoices that is to receive some or all the entered payment.

Keep in mind that the week must be closed before an invoice is available to receive a payment. Any positive or negative (debit memo) entries applied to an invoice is then displayed on the existing invoice and can be emailed or printed with the detailed entries made including amount due listed at the bottom.

Once selected, the invoices are displayed here. The Payment Amount field will auto enter in the amount due of the invoice assuming enough funds from the payment are entered. If needed, you can manually change the payment amount to less than the amount due to apply a partial payment. Once the payments are entered and any notes or dates are set, click save. If the amount due box is $0.00, the invoice is considered paid in full.

The “Refunds” tab can be used when the payment has already been released to the GL and can’t be modified, and the remainder of the payment isn’t going to be used on another invoice.

-Click the Refund tab

-Right Click in the white area

-Select add refund

This will activate the area to the right where you can enter the details of the refund

-Click save

This will zero out the payment balance, and no funds would be made available within the “Un-Applied Payments” tab as typically done.