Payment Apply

Exit

Click this button to close the Payment Apply window. This button is only available if a payment ID is not selected.

OK

Click this button to accept a payment application. If the unapplied balance is zero, then the payment application is performed. If it is not zero, then a message appears based on the option you selected (Unapplied, On Account, Absorb or Forex) warning you that the unapplied balance will be applied to one of these options.

Note If the option selected is Unapplied, then you will be able to return and apply the remainder of this payment in another session.

This button is only available if you select a payment ID.

Cancel

Click this button to cancel an import or payment application. This button is only available after you select a payment ID or click the Import button in the ribbon.

Show Data

Click this button to display or refresh accounts receivable data on the Results tab based on criteria selected on the Select tab. This button is only enabled if you enter a payment ID.

Auto Pay

Click this button to use the Auto Pay feature, which applies payment automatically.

When you click this button, payments are applied as is in the sequence the payments appear in the Transactions grid. Before you click this button, select a sorting method in the Sort field to sort the transactions in the same (or similar) order as they appear on a customer’s payment stub. Then, use the Skip AutoPay column in the grid to indicate transactions to skip over when using the Auto Pay feature. You can make changes after you have used Auto Pay.

If you sort the Transactions grid by clicking a column header, the AutoPay feature may not apply payments to the transactions in the displayed order. AutoPay applies payment based only on the sort method selected in the Sort field.

Note Always check the payment applications. The last transaction that has an application might be partially applied, which may not be the result you want.

Import

Click this button to import payment application information supplied by a customer (typically, most mass merchants will provide this detail information electronically). For more information, see Deposit and Payment Import Maintenance.

Note For more information on the import calculations, see Deposit and Payment Import FAQ.

The first time you click this button, the Import tab is displayed. You can then select import settings and select the Import if all Data is Valid radio button, then click this button again to process the import file.

Manual Entry

Click this button to manually apply payments on the Select tab. Use this option if you prefer to rapidly key in the reference number and/or payment amount as if you were using a calculator. Alternately, this is a quick way to write off many invoices for a customer.

Note To simulate a calculator, you can click the Enter button for rapid entry.

Note You can still apply payments on the Results tab while you perform manual entry.

Write-Off

Click this button to display Write Off Reason Entry, which allows you to enter a write-off reason code and general ledger distribution for a selected transaction. You can only use this button after you have entered a write-off amount in the Transactions grid.

Note When you enter a write-off amount, Write Off Reason Entry also appears so that you can enter write-off detail information.

Validate

Click this button to validate an import file. This button is only available after you click the Import button in the ribbon, and only available if the Validate Only radio button is selected.

Enter

Click this button to display Chargeback Entry, which allows you to enter customer deductions (chargebacks) taken on a payment that do not correspond to any reference number on that customer’s account.

Redistribute

Click this button to display Chargeback Redistribute, which allows you to break up a large, master chargeback into the detail chargebacks supplied on the customer’s payment remittance.

Payment Image

Click this button to display the payment image (if one was entered for the payment).

Amount Lookup

Click this button to display A/R Amount Lookup, which allows you to find accounts receivable transactions of a specific amount. This is useful if it is difficult to determine who the customer is on a payment (for example, the name on the check is a dba name), and there is no payment stub identifying reference numbers and corresponding amounts. If the payment is intended to pay for a single invoice, A/R Amount Lookup allows you to enter an amount and view all reference numbers with that amount, to help you determine the correct customer for the payment.

Notes

Click this button to display Notes Entry, which allows you to enter notes for a selected payment.

Prepayment Inquiry

Click this button to display Customer Prepayment Management, which allows you to view orders associated with a selected prepayment. This button is only available if you select a prepayment transaction.

Select

Click this button to display Select a New Batch, which allows you to select a previously created batch.

Open

Click this button to display Open a New Batch, which allows you to create a new batch.

Close

Click this button to display Close A Batch, which allows you to close a batch.

Edit

Click this button to display Edit A Batch, which allows you to edit an existing batch.

Post

Click this button to display Accounts Receivable Post, which allows you to post payments for the selected batch.

Customer Code

Enter a customer code for which you want to apply payment, or click the Lookup button to select a customer code.

Name

Enter a customer name for which you want to apply payment, or click the Lookup button to select a customer name.

Customer Payment Date

This field displays the customer payment date.

Batch ID

This field displays the current batch. It defaults to an open batch if one is open. You can use the Select, Open, Edit, and Close buttons in the ribbon to work with batches.

Note Depending on the people who are involved with entering deposits and/or applying payments, you may want to have the same batch (if the same person is entering deposits and applying payments) or different batches (if different people enter deposits and apply payments).

Payment ID

Enter a payment ID for the selected customer, or click the Lookup button to select a payment ID. If you accessed Payment Apply directly from Deposit Entry, this field defaults to the select payment, and cannot be changed.

Payment Date

Enter the payment date, or click the drop-down arrow to select the payment date. This date defaults to the payment date entered for the payment in Deposit Entry.

Payment Amount

This field displays the amount of a payment entered in the Payment ID field.

Method

This field displays the payment method for the payment entered in the Payment ID field.

Currency

This field displays the currency of the batch entered in the Batch ID field.

Period

This field displays the accounts receivable default period.

Year

This field displays the accounts receivable default year.

All (Due Dates)

Select this check box to display transactions for all due dates.

From (Due Date)

Enter the first due date in a range of due dates for which to display transactions, or click the drop-down arrow to select a date. This field is only enabled if you clear the All check box.

To (Due Date)

Enter the last due date in a range of due dates for which to display transactions, or click the drop-down arrow to select a date. This field is only enabled if you clear the All check box.

All (Reference Dates)

Select this check box to display transactions for all reference dates.

From (Reference Date)

Enter the first reference date in a range of reference dates for which to display transactions, or click the drop-down arrow to select a date. This field is only enabled if you clear the All check box.

To (Reference Date)

Enter the last reference date in a range of reference dates for which to display transactions, or click the drop-down arrow to select a date. This field is only enabled if you clear the All check box.

All (Reference Numbers)

Select this check box to display transactions for all reference numbers.

From (Reference Number)

Enter the first reference number in a range of reference numbers for which to display transactions, or click the Lookup button to select a reference number. This field is only enabled if you clear the All check box.

To (Reference Number)

Enter the last reference number in a range of reference numbers for which to display transactions, or click the Lookup button to select a reference number. This field is only enabled if you clear the All check box.

All (Reference Types)

Select this check box to display transactions for all accounts receivable reference types.

Invoice

Select this check box to display invoice transactions. This check box is cleared by default, and is only enabled if you clear the All check box.

Finance Charge

Select this check box to display finance charge transactions. This check box is cleared by default, and is only enabled if you clear the All check box.

Credit Memo

Select this check box to display credit memo transactions. This check box is cleared by default, and is only enabled if you clear the All check box.

Non-Sufficient Funds

Select this check box to display non-sufficient funds transactions. This check box is cleared by default, and is only enabled if you clear the All check box.

Debit Memo

Select this check box to display debit memo transactions. This check box is cleared by default, and is only enabled if you clear the All check box.

On Account

Select this check box to display on account transactions. This check box is cleared by default, and is only enabled if you clear the All check box.

Chargeback

Select this check box to display chargeback transactions. This check box is cleared by default, and is only enabled if you clear the All check box.

Prepayment

Select this check box to display prepayment transactions. This check box is cleared by default, and is only enabled if you clear the All check box.

Status

Select whether to display open, closed or both open and closed transactions. Open transactions have an open amount not equal to zero. Closed transactions have an open amount equal to zero.

Reference Prefix

Enter a location prefix, or click the Lookup button to select a location prefix. This field is used with the Use Reference Prefix check box to speed data entry. This field is only available if you click the Manual Entry button in the ribbon.

Use Reference Prefix

Select this check box to automatically insert the location prefix entered in the Reference Prefix field at the beginning of the manually entered reference number. This check box is only available if you click the Manual Entry button in the ribbon.

Write-Off Reason Code

If an entry requires a write off, enter a valid write-off reason code, or click the Lookup button to select a write-off reason code. This field is only available if you click the Manual Entry button in the ribbon. Write-off reason codes are defined in Write Off Reason Maintenance. After you enter a valid write-off reason code, the Write-off Amount field is enabled.

Retain Write-Off Reason Code

Select this check box if you want to retain the write-off reason code for subsequent entry. This check box is only available if you click the Manual Entry button in the ribbon.

Reference #

Enter a valid accounts receivable reference number. If the Use Reference Prefix check box is selected, you only need to enter the number before the zeros.

Example You want to pay of NJ0000002312. If you have entered a reference prefix of NJ and selected the Use Reference Prefix check box, then you would only enter  2312 and press the Tab key and NJ0000002312 automatically appears.

This field is only available if you click the Manual Entry button in the ribbon.

Apply Amount

Enter the amount to apply. This field defaults to the open amount for the entered reference number to save you time, requiring you to only enter apply amounts for partial payments. This field is only available if you click the Manual Entry button in the ribbon.

Cash Discount

Enter a cash discount. This field defaults to any available and eligible discount. You can manually override this field. The Payment Discount Tolerance Amount and Payment Discount Tolerance % rules are also used for this field. This field is only available if you click the Manual Entry button in the ribbon.

Write-off Amount

Enter the amount to be written off for this reference number. This field is enabled after you enter a valid write-off reason code in the Write-Off Reason Code field. This field is only available if you click the Manual Entry button in the ribbon.

Enter

Click this button to enter a payment application and update entries in the Transactions grid on the Results tab. This button is only available if you click the Manual Entry button in the ribbon.

Note The payment is not applied until you click the OK button in the ribbon.

Clear

Click this button to clear all manual entry fields. If the Retain Write-Off Reason Code check box is selected, the Write-Off Reason Code field is not cleared when you click this button. This button is only available if you click the Manual Entry button in the ribbon.

Exit

Click this button to hide the manual entry fields and buttons. This button is only available if you click the Manual Entry button in the ribbon.

Sort Changed Browser Items First

Select this check box to display transactions that you are applying at the top of the Transactions grid.

Sort

Select one of the following sort options:

• Ref # - Sort by invoice number or transaction ID.

• Due Date / Ref#  - Sort by transaction due date, and then by invoice number or transaction ID.

• Due Date / Ref Type - Sort by transaction due date, and then by type of transaction (i.e. invoice or credit memo).

• Open Amt / Ref# - Sort by the transaction balance, and then by invoice number or transaction ID.

• Ref Type / Due Date - Sort by the type of transaction (i.e. invoice or credit memo), and then by the transaction due date.

• Expected Pay Date / Ref # - Sort by transaction expected payment date, and then by invoice number or transaction ID.

• Store ID / Ref Date - Sort by the transaction’s store ID, and then by the reference date (i.e. invoice date).

• PO# / Ref Date - Sort by the customer’s purchase order number, and then by the reference date (i.e. invoice date).

• RA# / Ref Date - Sort by the transaction’s return authorization number, and then by the reference date (i.e. invoice date).

• Billing Customer Code / Ref# - Sort by the customer code, and then by invoice number or transaction ID.

• Billing Customer Name / Ref# - Sort by the customer name, and then by invoice number or transaction ID.

Note The selected sort option is important when the Auto Pay button is used because it controls the order in which invoices and other transactions are paid.

Options

Select an option for what to do with any unapplied balance. Select one of the following options:

• Unapplied - This option allows you to stop applying the payment, and then return in another session to continue applying the payment. You would use this option when you are not done applying, but want to save what you have applied and come back later to apply the rest.

• On Account - This option creates another transaction with a reference type of OA (On Account) for the unapplied balance amount. It is typically used when you cannot initially determine the application of a payment, and need to do research to determine how it should be applied.

NOTE If the unapplied balance is negative, and this option is selected, a chargeback is created instead of an on account transaction.

• Absorb - This option is used to absorb the unapplied balance, whether it is a positive or negative amount. This is typically used for minor amounts to avoid wasted time and effort to reconcile with your customer. This is also controlled by the Payment Maximum Absorption Amount business rule. For more information, see Customer Payment Rule Maintenance.

• Forex - If the currency used for the payment application is different than the currency for the accounts receivable transaction, the unapplied balance can be charged against the currency exchange gain/loss account.

Transactions

This grid displays transactions based on the criteria selected on the Select tab. This grid includes the following columns:

• Apply As is - Select the check box in this column to apply payment to the open amount of a transaction. If the customer is eligible for an automatic discount, it is calculated automatically when you select this check box. For more information, see Automatically Calculating Customer Discounts.

• Ref Type - This column displays the two-character code for the accounts receivable reference type of each transaction.

• Ref# - This column displays the accounts receivable reference number for each transaction.

Note This also includes a suffix if the invoice has split terms (for example, HBG000060031-01)

• Apply Amt - Enter the amount being applied to each transaction. If you click the check box in the Apply As is column for a transaction, this amount is entered automatically, and is equal to the open amount for the transaction.

Note The apply amount should use the same sign (positive or negative) as the open amount.

Example Enter 100 in the Apply Amt column to pay off an invoice with an open amount of 100. Enter -100 in the Apply Amt column to pay off an credit memo with an open amount of -100.

• Write-Off Amt - Enter the write-off amount for any transaction that has a write-off. You can only enter a write-off amount that is below the limit entered in the Collection Writeoff Limit field on the Credit and Collections tab in User Extended Options.

Note When you enter a write-off amount, the Write Off Reason Entry window appears, and allows you to enter a write-off reason code and general ledger distribution for the transaction.

• Write-Off Apply As is - Select the check box in this column for a transaction to write off the entire open amount of the transaction. You can only enter a write-off amount that is below the limit entered in the Collection Writeoff Limit field on the Credit and Collections tab in User Extended Options.

• Unapplied Amt - This column displays the unapplied amount for each transaction, which is equal to the open amount minus the apply amount.

• Expected Pay Date - This column displays the due date or the discount date, whichever is earlier, for each transaction (this assumes that a customer will take a cash discount if it is available).

• Ref Date - This column displays the reference date of each transaction.

• Due Date - This column displays the due date of each transaction.

• Orig Amt - This column displays the original amount of each transaction.

• Open Amt - This column displays the current open amount of each transaction.

Note The open amount is independent of the reference type. If there was an invoice for $100 that was paid twice, this invoice could now have an open amount of -$100.

• Eligible Cash Disc - This column displays the cash discount amount that is eligible to be taken. This number is calculated after considering any previous cash discount that may have been taken for this reference number (on previous partial payments), as well as the payment discount grace days rule.

• Cash Disc Applied Amt - Enter the amount applied to the cash discount for each transaction. The payment discount tolerance amount and payment discount tolerance percentage rules are used for this field.

Note The cash discount applied amount should use the same sign (positive or negative) as the eligible cash discount.

Example Enter -100 in the Cash Disc Applied Amt column to apply a discount with an eligible cash discount of -100.

• Cash Disc Unapplied Amt - This column displays the cash discount unapplied amount for each transaction, which equals the eligible cash discount minus the cash discount applied amount.

• Discount Date - This column displays the discount date, if applicable, for each transaction if the payment terms has a cash discount associated with it.

• Orig Cash Disc - This column displays the original cash discount amount for each transaction, if any.

Note Cash discounts typically display as a negative amount.

• Net Amt Applied - This column displays the apply amount plus the cash discount applied amount for each transaction.

• Auto Cash Disc Chargeback - Enter an automatic cash discount chargeback amount for each transaction. Sometimes customers take discounts that they were not entitled to take (expired, or more than they were allowed to take, etc.). There are two business rules used to determine whether to charge back the customer for the ineligible cash discounts. If the automatic chargeback for ineligible discounts rule is selected, then the ineligible cash discount must exceed the automatic chargeback minimum threshold amount rule.

• Auto Absorb Amt - Enter an automatic absorption amount for each transaction. Sometimes a customer overpays or underpays for a transaction and you want to completely apply (pay off) that transaction anyway instead of keeping it open for a minor amount. If the transaction is not a chargeback, the reference payment absorption tolerance percentage and reference payment absorption tolerance amount rules are used. If the transaction is a chargeback, the chargeback absorption tolerance percentage and chargeback absorption tolerance amount rule are used.

Note Individual transaction-level absorption amounts are subject to an overall payment maximum absorption amount rule.

• Cust Ref# - This column displays the customer's reference number for each transaction. This is typically found on chargebacks and credit memos.

• Remarks - The check box in this column is selected for each transaction that has associated remarks.

• Entered Currency - This column displays the entered currency of each transaction.

• Orig Amt (Entered Currency) - This column displays the original amount of each transaction in the entered currency.

• Open Amt (Entered Currency) - This column displays the open amount of each transaction in the entered currency.

• Open Cash Disc (Entered Currency) - This column displays the open cash discount amount of each transaction in the entered currency.

• Store ID - This column displays the store ID for each transaction. This is typically used for mass merchant accounts with retail store identification numbers to help in the resolution of a chargeback.

• Cust PO# - This column displays the customer purchase order number for each transaction.

• RA# - This column displays the return authorization number for each transaction.

• Billing Customer Code - This column displays the billing customer code associated with each transaction.

• Billing Customer Name - This column displays the billing customer name associated with each transaction.

• Auto Forex Amt - This column displays the automatic currency exchange gain or loss amount for each transaction. This is calculated if the entered currency of the transaction is different than the currency of the batch.

• NSF - The check box in this column is selected if a transaction had an NSF payment.

• Remark Content - This column displays the first remark associated with each transaction.

• Contains Notes - The check box in this column is selected for each transaction that has notes entered for it.

• First Order Number - This column displays the first order number associated with each transaction. This column is only used for invoices, credit memos, and prepayments.

• Skip AutoPay - Select the check box in this column if you are using the Auto Pay feature and want to skip a transaction.

• Chargeback User Defined 1-10 - These user-defined columns display appropriate information for chargebacks. For information on setting up the labels, formats, and validation for these columns, see User Defined Fields Maintenance.

Amount to Apply

This field displays the starting amount to be applied for this payment ID in this session.

Applied Amount

This field displays the cumulative amount applied so far for this payment ID in this session.

Cash Discount Amount

This field displays the cumulative cash discount amount applied so far for this payment ID in this session.

Charge Back Amount

This field displays the cumulative chargeback amount applied so far for this payment ID in this session.

On Account Amount

This field displays the on account amount for the payment.

Absorption Amount

This field displays the cumulative absorption amount applied so far for the payment ID in this session.

Unapplied Balance

This field displays the summary balance left to apply for the payment.

Write-off Amount

This field displays the total write-off amount for the payment.

Processing Options

Select one of the following processing options:

• Import if all Data is Valid - Verify the data in the selected file, and if all data is valid, load the data into the database.

• Validate Only - Verify the data in the selected file (without importing it).

Note It is highly recommended that you use the Validate Only option before using the Import if all Data is Valid option. This will give you an opportunity to review any validation problems before importing.

Import File

Enter the path and file name containing the data to be imported, or click the Lookup button to navigate to the file.

Attempt Invoice Number Conversion

Select this check box to import invoice numbers (reference numbers) that are formatted without zeros or that are formatted with a period or space instead of zeros. For example, if you are trying to import to PW000012345, if you select this check box, the software can import the following:

• PW12345

• PW.12345

• PW 12345

Import Status

This field displays the current status of the import in progress.

Output Option

Select one of the following output options:

• Screen - Output to a PDF so you can immediately view the report.

• File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name.

• Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field.

• Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file.

• Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.

Output File Type

Specify File Name

Output Directory

Output File Name

Excel Format Name

Format Maintenance

Save As Type

Include header

Delimiter

Enclosing Character

Printer

Process

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Task Occurs

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Time

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Date

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Task Description

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Scheduling Assistant Queue

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External Email

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Screen Alert

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Internal Email

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