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Receive New A/R Payment

Receive New A/R Payment

Overview

When a payment is received from a Bill To Party, this program will let you apply the payment to the appropriate A/R invoices.

Screen

The Receive New Payment screen displays when you select the New Payment option from the Accounts Receivable drop-down menu.

Procedure

The following table describes the fields on the 1. Select Payment Options screen and their data entry requirements.

Field Name	Data Entry	Description
Act. Center	Select the accounting center(s) to be searched.	You can search the Accounting Center you are logged into or any Accounting Center below your Accounting Center in the Accounting Center hierarchy.
Include branches	Check this box to include branches.	If you check the Include branches box you will be able to search through the Accounting Center you are logged into plus ALL the Accounting Centers below your Accounting Center in the Accounting Center hierarchy.
Bill To	Enter a Bill To code or leave the field blank and select the Bill To Party from the drop-down list below the Bill To field.	This is the Bill To Party from whom the payment has been received. If the Bill To Party is uncoded, you may select the name from the drop-down list in the field below the Bill To code field.
Show all Open Invoices	Check this box in order to display all open invoices for this Bill To Party in the Accounting Center selected.	If this box is not checked, you will need to manually select invoices for payment. This box will default to checked if the Show All Invoices box is checked in the ACM Accounting Properties, AR tab 2. [See How To Manually Select Invoices section for details.]
Post Date	Enter the posting date for this transaction.	This is the date the payment will be applied.
Slip No.	Enter the deposit slip number or leave the field blank.	This field allows you to record the deposit slip number of the payment, for future reference. The field is optional and may be skipped. Recommendation: If you do not have a deposit slip number, consider using the month and day in MMDD format. This will allow you to view your deposits later in reports in the same grouping and order as they were entered.
Total	No data entry allowed.	This field provides a running control total for the entire deposit. It takes data from the post date, slip number, and Bank G/L and keeps track of the total. This allows you to start a deposit, and to return to it if you don’t complete it in one sitting.
Bank G/L	Accept the default bank account to which the payment is to be deposited or select a bank G/L number from the drop-down list.	This is the bank account to which the payment will be deposited. This G/L number may be changed to any bank account G/L number displayed on the drop-down list. The bank G/L account number will default from the bank account on page 4 of the Accounting Center Properties. Note: In order for a G/L account number to be valid to display on the drop-down list, the word “bank” must be in the account’s What field in the G/L section of the Accounting Center Properties.
No of Checks	Enter the number of checks received from the Bill To Party or leave the field blank.	This is the number of checks received from the Bill To Party. This field is optional and may be left blank. If a number is entered in the field, the system will count the number of checks applied to invoices and will alert you if there is any discrepancy. If you enter “1”, the Check No box will be highlighted so you can enter the number; if you don’t enter a number or enter any number other than “1”, you cannot enter a check number.
Check No.	Enter the check number or leave the field blank. Note: If you entered any number other than “1” in the previous field, you cannot access this Check No. field.	If the number of checks in the previous field is “1”, then you may enter the check number of that check in this field. This will allow the system to automatically put the check number in the Check Number field of the payment. The field is optional.
Total Payment. $	Enter the total amount of all checks received from the Bill To Party, or you may leave the field blank.	If an amount is entered in this field, the system will monitor the amount applied to each invoice and will notify you if there is a discrepancy between the Total Payment amount and the total invoice amount applied.
Sort Invoices	Select this tab to set the sorting parameters for the invoices.	See the Sort Invoices section below for more information.
Clear	Press this Clear button if you would like to re-select the sort options on this screen.
OK	Select the OK button if you would like to begin the sort process based on the selections displaying in the Sort By and Order boxes.
Cancel	Select the Cancel button if you would like to cancel the sorting process.

Receive New A/R Payment – Sort Invoices:

Procedure

The following table describes the fields on the 2. Sort Invoices screen and their data entry requirements.

Field Name	Data Entry	Description
Sort By	Select the attribute you would like to sort the invoices by.	All the sort parameter possibilities will display on the drop-down list.
Order	Select Asc for ascending order or Dsc for descending order.	You have the option of selecting to see the open A/R invoices in ascending or descending order.
Clear	Press this Clear button if you would like to re-select the sort options on this screen.
OK	Select the OK button if you would like to begin the sort process based on the selections displaying in the Sort By and Order boxes.
Cancel	Select the Cancel button if you would like to cancel the sorting process.

A/R Payment:

Overview

The List of A/R Invoices displays in the lower left of the A/R Payment screen. It shows the invoices that match the criteria you selected for your search. If the Show All Open box was checked on the Filter screen, the system will display all open invoices for that Bill To. If the box was not checked, you will have to add the invoices to be paid manually.

Screen

The A/R Payment screen displays when you select the OK button on the Filter Selection or Sort window of Receive New A/R Payment.

Procedure

The following table describes the fields on the screen and their data entry requirements.

Field Name	Data Entry	Description
Payment from Bill To	No data entry allowed.	This field displays the Bill To Party code and name that was selected on the Receive New A/R Payment screen. It is read-only and may not be changed.
Bank	No data entry allowed.	This field shows the bank account that was selected on the Receive New A/R Payment screen. It is read-only and may not be changed.
Total Payment	No data entry allowed.	This is the amount that was entered on the Total Payment field of the Receive New A/R Payment screen. It is read-only and may not be changed. Note: If the Total Payment Amount is not equal to the Accumulated amount when you select the Apply Payment button, a pop-up window will display to allow you to choose where the additional amount should be allocated. [See How to Apply AR Overpayment section for more details.]
Accumulated	No data entry allowed.	This is the amount currently applied to invoices on this screen. It is read-only and may only be changed by changing the amounts applied to invoices on this screen. Note: If the Total Payment Amount is not equal to the Accumulated amount when you select the Apply Payment button, a pop-up window will display to allow you to choose where the additional amount should be allocated. [See How to Apply AR Overpayment section for more details.]
Left	No data entry allowed.	This amount is calculated by subtracting the Accumulated amount from the Total Payment amount. It shows the amount still available to apply to invoices.
Post Date	No data entry allowed.	This is the date the payment will be applied. It is the date selected on the Receive New A/R Payment screen. The field is read-only and may not be changed.
Slip	No data entry allowed.	This is the slip number entered on the Receive New A/R Payment screen. The field is read-only and may not be changed.
Add By: Invoice Number	If you did not select Show all Open Invoices on the Receive New A/R Payment Selection screen, you can manually enter the invoice number of the item to be paid.	After you have entered an invoice number, press the Add button. The system will find and display the invoice detail.
Add By: Control Number	If you did not select Show all Open Invoices on the Receive New Payment Selection screen, you can manually enter the invoice control number.	After you have entered an invoice control number, press the Add button. The system will find and display the invoice detail.
Add button	If you did not select Show all Open Invoices on the Selection screen and are adding invoices manually, select the Add button.	If you select the Add button before using the Add By fields, a window will display with a list of invoices for the Bill To Party. Highlight an invoice and press Select to display the invoice detail. If you are using the Add By fields, after you have entered an invoice number or an invoice control number, you must select the Add button in order for the system to find and display the invoice detail.
Remove button	Select the Remove button to remove an invoice from the list of Open Invoices.	If you select the Remove button, a warning box will display asking if you would like to remove the selected invoice. If you answer Yes, the invoice will be removed from the list.
Invoiced	No data entry allowed.	This is the total invoice amount for the selected invoice.
Paid / Not paid Flag	No data entry allowed.	This flag will change from not paid (red flag) to paid (green flag) when you select either the Pay button or the Apply Payment button at the bottom of the window. If you only pay part of the invoiced amount, the flag will change from not paid to part paid (yellow flag).
Balance	No data entry allowed.	This is the amount of the invoice that has not been paid.
Amount from Check	Enter the amount from the check to apply to the invoice selected.	You may enter the exact amount, an amount over the invoice amount (credit) or an amount under the invoice amount (partial payment or write off). If you enter an amount higher than the invoice amount and the Total Payment Amount is not equal to the Accumulated amount, a pop-up window will display to allow you to choose where the additional amount should be allocated. [See How to Apply AR Payment section for more details.] If you enter an amount less than the invoice amount the paid / not paid flag will change to part. paid (partial payment). Note: The F button allows you to convert from a foreign currency.
Check Number	Accept the default (if there is one) or enter the check number. Note: This is a required field.	If you entered the check number on the Filter Selection screen, it will default into this field. Otherwise, you may enter the check number.
Avail. Credit	No data entry allowed.	This field shows any amount that was previously entered on-account for the customer. You can pull money from this available credit amount to apply towards open invoices.
Amount from Credit	If the check is for more than the invoice amount, you may apply the difference as a credit to the account. This is supposed to be the amount from the Avail Credit field that you want to use to pay off part of this invoice.	Entering an amount in this field will take the amount from the Bill To Party’s available credit. The amount of Available Credit is displayed in the Available Credit field. If the Bill To Party does not have enough credit available, the system will alert you and a negative amount will display in the Amount from Credit field. Recommendation: The negative condition should be avoided. Either do not pay any more, or write off the balance left open using the G/L # feature.
Remainder	No data entry allowed.	The system will calculate the remainder amount by subtracting the Amount from Check and Amount from Credit from the Invoice Balance.
Remainder General Ledger	If there is a remainder credit amount, you may apply the amount to a different G/L number by selecting the G/L account number from the drop-down list.	If an invoice is not fully paid, it will continue to show as an open item. If, for any reason, an invoice will never be fully paid, you may close it by writing off the Remainder amount to a Remainder G/L account. You may select from either of the two G/L accounts on the drop-down list. Note: The two available accounts are set up on page 4 of the Account Center Properties.
Pay button	Select the Pay button to automate the payment process.	To make a payment you can either select the Pay button or enter the payment amounts manually. The Pay button automatically takes the full balance amount and enters it as the Amount from Check. The not paid flag changes to paid. Note: If you change your mind, you may select the Unpay button to remove the payment transaction and begin again. The paid flag changes back to not paid.
Unpay button	Select the Unpay button to remove the payment transaction.	If you change your mind, you may select the Unpay button to remove a payment transaction and begin again. The paid flag changes back to not paid.
Details Service / Description / Balance$ / Payment$	No data entry allowed in the Service, Description and Balance fields. You may override Payment amount for an individual Service code or for the Total Payment amount displayed, if you are set up to do so.	These fields display the Service Code lines of the highlighted invoice. Note: You may allocate specific amounts to specific service codes, if the By Service Codes box is checked on page 2 of the Accounting Center Properties.
Apply Payment button	When you are ready to apply the payment, select this button.	The Apply Payment button should be selected when you are ready to apply the payment. The not paid flag changes to paid. Note: If the Total Payment Amount is not equal to the Accumulated amount when you select the Apply Payment button, a pop-up window will display to allow you to choose where the additional amount should be allocated. [See How to Apply AR Overpayment section for more details.]
Cancel button	Select Cancel to close the window and return to the Receive New A/R Payment screen.	This button closes the window without making or saving any changes.

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