Accept A/R payments at the counter

If a customer shows up at a branch location to pay an bill by credit card, you can accept that payment at the counter and apply it to open invoices.

For this transaction, the Counter person will process a POS payment on an order with no products, while using a Miscellaneous Charge Code. Then Accounts Receivable will run a report of all POS orders with that specific Miscellaneous Charge Code, and finally apply the payments to the customers’accounts.

1. Set up a miscellaneous charge code for applying the payment.
   1. Go to File >  Company > Miscellaneous Charge.
   2. Click New.

       

   2. In the Miscellaneous Charge box, type ARP, and then press the Tab key.
   4. Type Description, such as Accounts Receivable Payment.
   5. Choose the G/L Account. If it needs to be created, then create it near the accounts receivable account.
   6. Clear the Taxable check box.
   7. Click Save.
2. Create an Advanced Report Writer report to run at end of each day. See Create and modify an ARW report.
   1. Go to Analytics > Advanced Report Writer.
   2. On the Warning message, click OK.
   3. Click New.
   4. Create the report with the following settings:
      • Primary File: Invoice
      • Selected File: Invoice
      • Available Fields
        • Invoice Misc Charge Amount
        • Invoice Misc Charge Code
        • Invoice Total Miscellaneous Charge
        • Misc Charge Taxable
      • Report Fields
        • Invoice Number
        • Customer Number
        • Customer Name
        • Invoice Misc Charge Amount
      • Criteria: Invoice Misc Charge Code = ARP

      

   5. Schedule the report to run nightly.
   6. Click Save.
3. (Counter Salesperson) Go to Sales > Order > Sales Order.
   1. Choose the Customer and complete the required information.
   2. On the Header tab, click Special Instructions and note the specific invoices to which this payment should be applied (if applicable).
   3. Do not add any products to the order.
   4. On the Final tab, select the Point of Sale check box
   5. Enter a Miscellaneous Charge (ARP) for the amount of the Payment. Make sure that the Miscellaneous Charge is Non Taxable. The Miscellaneous Charge code should have the G/L account set to an account around the same G/L# as AR, for example AR Clearing Account
   6. In the Tendered box, type the same amount as the charge, and then choose the method of payment, such as Credit Card. The Invoice total will be 0.
   7. Save and Print the Invoice (1 copy for client and 1 copy for office) .

      

      When the POS Batch posts, this transaction will post a credit into the G/L account set on the Miscellaneous Charge Code and a debit into the Branch’s Point of Sale Bank Account.

4. (Accounts Receivable) Process a Cash Receipt transaction to apply the payment.
   1. Run the ARW report you created in step 2.
   2. Go to Account > Accounts Receivable > Cash Receipts Posting.
   3. Choose the Customer.
   4. Specify a fictitious Check Number, such as ADJ or ARP.
   5. Important: The Amount must be zero.
   6. Click the Adjustment button. Enter the payment amount In the Adj G/L box, select the same GL # as to the Miscellaneous Charge.
      

      

      The balance remaining is available to apply to open invoices or to post On Account. Input appropriate notes and click apply on account.  When the AR Batch is updated, this will post a credit to Accounts Receivable and a debit to G/L account set on the Miscellaneous Charge. The G/L account set on the Miscellaneous Charge will result in a zero balance.

   5. If the POS cash bank account is different from the A/R cash bank account, a journal entry may be needed to post the payment to the correct bank account.   See Make journal entries.