Payment Entry is where Payments are entered into the Customer's account. The Payments should be applied to the Invoices during this entry.

If you are using the menu option "Copy Payments on Account from POS" (6.4.5), and you delete the payment in "Payment Entry", then you must Void the original Payment on Account entered within "POS Order Entry" in POINT OF SALE (1.1). This void is done in “Unposted Invoice Maintenance” (6.3.1). Get the Order Number from the Payment Entry Comment field before deleting the Payment. The payment must be deleted before you void the original Payment on Account.

If a batch has already been posted, you will need to create a new number.

The check number will be printed on the statement.

When entering the check amount, you must use a decimal (.) to separate dollars from cents. If the dollar amount is a whole number, it is not necessary to put in zero cents (.00), the system will default to this for you.

The discount amount is the dollar amount or percentage that was taken off the statement. It will be added to the check amount, resulting in the "Total AR Amount" to apply. To enter a percentage, you must enter a percent sign (%) after the number. The calculated amount will then be displayed.

After entering the pertinent payment information, the user can <I>mport and Apply Remittance.

Note: There must be a Payment Import Template on file for the customer, or the process will not be completed.

The payment is saved first then the user will be prompted for an import path and file name. The check number is used as the default file name, and once an import occurs from a particular port, the program will remember the path last used. If the path is entered without a file name, a directory lookup will allow the user to select the file.

Once the file is imported, the open items are loaded for the customer and compared with the imported remittance. Any discrepancies will be shown on an error log report. If an error is found for a particular remittance item, it will not be applied in the cash apply session. The only exception will be discrepancies in amounts. The program will apply the payment as indicated by the remittance, which may leave a balance to be dealt with manually.

Comment is a free-form comment for this payment. It is not printed on the statement but is used for your reference.

The Date Created will default to the system date. You may change the date created, see "Change Date Created" below.

The Date Posted, Accounting Period, and Journal Entry Number will automatically be entered after posting.

The Location will default to the Customer's Servicing Location setup in "Customer Entry" (6.1.1 field 15).

The Total AR Amount is the check amount Plus the discount amount.

The Avail Amt to Apply starts the same as the Total AR Amount and changes as you apply the money to the appropriate open item(s). When the amount is zero, you are finished applying.

If the payment is deleted, all applied amounts in this session will automatically be unapplied.

If a payment is posted, you cannot unapply at this program. You can only unapply in the “Cash Apply of Posted AR” (6.9).

You have the ability to take a Customer off Hold, when entering a payment. This feature is turned on in “Accounts Receivable Setup” in SYSTEM MANAGEMENT (10.2.2.1 field 24 page 2). The prompt to take the Customer off Hold will appear when you choose to either Apply or Save and the Customer is currently on Hold. The On Hold is located in “Customer Entry” (6.1.1 field 32 page 2).

To apply the amount to the correct entries, at "Enter Selection" type an <A> and press <ENTER>. You will now be at the "Cash Apply" program. This will also save the payment.

For those Customers on Balance Forward Accounting, you may not apply items if the Statements have been printed but the "Balance Forward Roll" (6.11.4) has not been run.

The amount of the check to be applied will be highlighted on the Credit (right) side of the screen.

     If you Exit "Cash Apply" without Saving, the Payment is still Saved.

To display Aged Receivables, at "Enter Selection" type an <R> and press <ENTER>. You will now see the Aged Balances for this customer.

The system uses the Date Created for Aging the Payment, if the "Aging Type" is Date in "Statement Terms & Comments" in Accounts Receivable (6.11.6 field 6). To change the Date Created, at "Enter Selection" type a <C>, and press <ENTER>. Enter in the new date, and press <ENTER>. After printing, just press <ENTER> to continue.

Show Applied Items will display the Invoice/Adjustment applied to the Payment, the date entered, location, Accounting Period, total amount, amount applied, date applied, and reference number. Type <SA> and press <ENTER> to show the applied information. Use the <PAGE UP> and <PAGE DOWN> keys to page through the items. Use the Up and Down Arrows to scroll through the items. To print the applied information displayed, enter a <P> and press <ENTER>. The information will be printed at the System Printer. To exit, enter a <\> and press <ENTER>.

The Cash Apply History will be viewable from within the <SA> Show Applied option, via a <T>oggle option. If an item is unapplied, it will be displayed as a negative amount. The user may <P>rint a copy of the history, and may also view one of the individual transactions by selecting the item number.

You may Change the General Ledger Bank Account that this payment will be posted to. At "Enter Selection" type a <G> and press <ENTER>. Enter the General Ledger Bank account number if different from the default in the "AR Setup" in SYSTEM MANAGEMENT (10.2.2.1 field 3) and press <ENTER>. The default account number will not be displayed.

Non-AR accounts may be used in the Payment Entry. At “Enter Selection” type a <N> and press <ENTER>. Enter the non-Accounts Receivable account number, and press <ENTER>. This will cause the payment to post to the General Ledger only and skip posting to the Customer Account, even though a Customer account is still required in Payment Entry. This feature must be turned on in “AR Setup” in SYSTEM MANAGEMENT (10.2.2.1, field 23). WARNING: Please do NOT use this feature unless it is absolutely clear how it functions.

You may view a posted Payment and view the applied information. Enter in the Payment number at the Payment Number field, and press <ENTER>. Once the payment entry is displayed you may view the applied items, display Aged Receivables or print the entry.

In the Entry Options section at the bottom right the following information will be displayed: Date Created, Time Created and Time Posted, WHO created and WHO posted the item. 

There is a <H>istory option to view the A/R Balance History. Amounts have been rounded to the nearest dollar. The user can enter <T> to toggle to a full screen compressed display. A <P>rint option is available from either display. The system will remember which mode (compressed detail or uncompressed summary) that was last used for each port.

For payments generated by “Create Credit Card Payments” (6.4.8) you have the following options:

<V> Void Payment

This creates a reversing credit card request to be processed through the optional PCCharge interface software. If the Void request is successful, the Payment is deleted. If Void attempt(s) ultimately fail, you will get the following prompt: 

The Credit Card Software failed to Void the Payment. If you have not done so already, you must manually Void or Credit the Credit Card Charge within the Credit Card Software. Enter <D> if you still wish to Delete the Payment:

The payment will be treated as if the void went through, to properly reverse all cash applications that may have occurred with other credit items included in the total of the credit card charge. A receipt will be generated to provide a paper trail of the transaction.

<P> Save and Reprint Receipt

This generates a screen display of the Payment Receipt for viewing or printing.