- Go to Accounting>Accounts Receivable>Cash Receipts Posting.
- Select a customer by typing the customer's name, number, address, or phone in the Customer box, and then press the Tab key.
Alternatively, search for a customer by Invoice Number, Invoice Amount, or Customer P/O. Click Find.
- From the Payment Type list, select the type of payment taken.
- If paying by Credit Card, you will be prompted to enter the Credit Card information upon Save. To learn more about entering credit card payments, see Apply credit card payments.
- If paying by check, then type the Check Number, and then press the Tab key. You can now specify an amount to pay.
- You have several options for how to apply a payment:
- To apply a custom amount, type that payment into the Amount box. To then apply this payment to the oldest invoice, click Pay OldestThe payment balance is applied to invoices starting from oldest to newest until the balance is depleted. Use this option when customers don't specify which invoices are being paid and simply want to apply the balance to their amount due..
- To pay an invoice in full, select the check box beside it in the Invoices table. The invoice amount, minus discounts appears in the Cash AppliedThe amount being paid on an invoice. Used in conjunction with Discounts and Adjustments. column.
- To apply a payment to a specific invoice, manually enter an amount in the Cash Applied column.
Note: Whether the invoice minus the discount appears automatically depends on the configuration in the Company Master Discounts may be taken automatically, always, never, or only when the customer is within terms.
- Confirm the Balance LeftThe unused dollar amount of the payment (equal to Check Amount minus Cash Applied). on the lower right corner.
- Click Save.
Unapplied balances can be Applied on AccountThe payment amount left unapplied to invoices will be applied to the customers account as a Credit Memo, which will appear with an invoice number beginning with OA (On Account). or Applied to Another CustomerThe payment amount left unapplied to invoices can be applied to a different customer account. This is useful when one payment is sent for multiple accounts, as might be done by a billing department of a franchise. (Split Payment).
The customers payment is saved to a running BatchAs payments are entered, they are saved as a running batch. This batch applies to the entire company, meaning that multiple users are working within the same batch simultaneously. When a batch is complete, a report is generated to reconcile payments taken against payments entered. This batch is then posted, updating the General Ledger and the AR Aging Reports. Note that the batch remains open until it is posted. During this time, it's possible to add new payments and edit/remove previously entered payments..
- If you'd like to print a receipt, click Print Receipt.
- Repeat the steps above until all payments have been applied.
- Go to the Cash Receipts Posting page as described above.
- Click the Print & Post to A/R .
- Optionally, click the icon to select Current UserWhen multiple users work on the batch at the same time, you may not wish to post all payments together. For example, if one user is working on cash & checks, and another is handling only credit cards. Selecting Current User allows only what was entered by the individual to be posted. only.
- Click either Print or View.
- Check the report for discrepancies. If one is found, then on the confirmation message that appears, click Cancel, and then correct the errors.
- Otherwise, click OK to finalize the postingThe posting process applies to all batch payments, marks invoices as paid, and updates the General Ledger. The process happens instantly..
You will see the Print Document pop-up, prompting you to view or print the Cash Receipts Audit TrailA report that lists all payments entered in the batch. Use this report to ensure that all payments have been entered. Additionally, it includes a General Ledger distribution breakdown, indicating what financial accounts will be affected when the batch is posted. You must view or print this report before you can post a batch..