In Cash Apply of Posted AR, posted AR transactions can be Applied or Unapplied. Applying simply means matching a Debit to a Credit. You must apply an equal amount of total Debits and Credits. Zero Unapplied balances will remain on the system until the "End of Period Accounts Receivable Roll" (6.11.5) has been run.

If a Payment is not posted, then you cannot Unapply in this screen. You can only unapply unposted payments in “Payment Entry” (6.4.1).

Dated Billing Invoices are Aged by the Due Date of the Transaction rather than the Original Transaction Date. The Original Date will still be shown, but the Sort Order will be by the Due Date (the order they are displayed).

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

You may include zero unapplied balance items in your display if you have applied an invoice or credit in error and need to unapply the item. This will include the transactions that have already been applied but not rolled. Type a <Y> and press <ENTER> to include items with zero balance.

The Customer's transactions will appear on the screen with the Debit items on the left and the Credit items on the right. The suffix on the end of the transaction number denotes where the item was generated.

ADJ = Adjustment. (Debit or Credit)

OPN = Opening Balance. (Debit or Credit)

PAY = Payments on Account. (Credit Only)

POS = Point of Sale transaction. (Debit or Credit)

REC = Recurring Sales. (Debit or Credit)

SVC = Service Charge. (Debit Only)

Note: You may use the <T>oggle option to display an Invoice Number or Order Number for all Debit and Credit POS Invoices. This option can be found at the bottom "Enter Selection" prompt.

The Date shown is dependant on the Aging Type setup in “Statement Terms & Comments" (6.11.6, field 6). If the Aging Type is “DD” then the date will be the Due Date. If the Aging Type is “DI” then the date will be the Discount Type. For any other Aging Type, or if there is no Due Date or Discount Date assigned, then the Date will be the Date Entered  or Invoice Date.

If you are applying a customer's payment from "Payment Entry" (6.4.1), the cursor will be at the check at the Credit column. To get to the "Enter Selection" prompt, press the <\> and press <ENTER>. To apply the check, follow the instructions below on "Apply Select Open Item".

A total of Debits and Credits will be listed below each column.

You may apply all open items or choose which Debit will be applied to which Credit.

There is the quick way to apply all open items. It will automatically select all Credit and Debit items, and starting with the oldest (top of the list), apply all items until the total available amount to apply is zero. This is very similar to Balance Forward accounting. Remember, the items applied are the oldest Credit to the oldest Debit. You will lose the detailed tracking of payments that Open Item accounting offers. Although this is the quickest way to apply payments, it may not be the best way for your company. At the "Enter Selection" prompt, enter an <A> and press <ENTER>. The items will automatically be applied.

In Open Item accounting, specific Credits are applied to specific Debits. This is very good for tracking payments and knowing exactly what your customer is paying. This is especially useful if there is ever a dispute on a payment or invoice. That item will not be applied if it really was not paid. Enter a <D> to go to the Debit Column or <C> to go to the Credit Column and press <ENTER>. Once in the column you can move back and forth between Debit and Credit with the <RIGHT ARROW> and <LEFT ARROW). Use the <UP ARROW> and <DOWN ARROW> or <PAGE UP> and <PAGE DOWN> to move within the Debit and Credit columns. To go to a particular item, enter the Selection Number and press <ENTER>.

To Apply you must first Select an item before it may be applied. Please see instructions below for Select options.

To Unapply go to the item that you want to unapply. Enter a <U> and press <ENTER>. The item will be displayed with the applied items listed. If you are unapplying a Debit, the applied Credits will be listed, and visa versa. To unapply a particular item, enter a <U> at the item and press <ENTER>. To unapply all items listed, enter an <*> and press <ENTER>. Both the Debit and Credit will be unapplied.

You may Display information about the item selected and what has been applied. At the item, enter a <D> and press <ENTER>. The following will be displayed for the item:  the Open ID, Unapplied Amount, Date Entered, Original Amount, Total Applied Amount, Individual Applied Items, Individual Applied Amounts, and Individual Applied Dates.

The Zoom option allows you to go directly to the originating program of an item. (Example:  ADJ – Adjustment Entry, POS – POS Order Entry) At the item, enter a <Z> and press <ENTER>. To return to Cash Apply, press <\> and press <ENTER>.

To find an item ID, enter the beginning part of the ID and press <ENTER>. Do not include the suffix (example: -POS). The cursor will go to the first item with the criteria listed.

You must first Select a Debit or Credit in order to Apply to the appropriate item. Go to the item to Select and enter an <S> and press <ENTER>. Use the <LEFT ARROW> or <RIGHT ARROW> key to move to the opposite section (Debit or Credit). At the item to Apply, enter an <A> and press <ENTER> at the Sel of the item to be Applied. Enter the amount to apply and press <ENTER>. If the amount to apply is the default, just press <ENTER>.

You may Select and/or Apply more than one item.

To Select more than one item to the Applied item, enter an <S> in all items to be Selected and press <ENTER>. After the last item, enter an <*> and press <ENTER>. (You may enter the <*> over an <S> if at the end of the line.) All items selected will now be Applied, oldest first (or top down).

To Apply more than one item to the Selected item(s), enter an <A> in all items to be Applied and press <ENTER>. After the last item, enter an <*> and press <ENTER>. (You may enter the <*> over an <S> if at the end of the line.) All items selected will now be Applied, oldest first (or top down).

If the Selected item is not completely Applied (has a balance), the <S> will remain.

You may select items in a range by dates. This is very useful if a Credit is for all Debits of a particular day or week. Be careful that you are still following Open Item accounting, that the items selected match the items applied. At any item within the appropriate column, enter a <R> and press <ENTER>.

Enter the date range, separated by commas, and press <ENTER>. You must enter more than one date, even if it is the same date. You do not have to enter the year if it the same as the system year. An <S> will now be at all items in the date range selected. Once Selected, you may Apply to the appropriate items. See instructions above on "Select".

It is important that you <S>ave the information, or all items applied will be automatically unapplied.

A Cash Apply Session Report will automatically print to your System Printer when changes are made in the Cash Apply session. This report shows the “Before Session Balance”, the “Activity this Session”, and the “After Session Balance” for all Debit and Credit items that were applied during the session. Those items where the applied amount did not change will not print on this report. If nothing changed during the session, no report will be printed. After the report prints you will be prompted to <R> to Reprint or <C> to Continue to the next Apply session. This feature is turned on in “AR Setup” in SYSTEM MANAGEMENT (10.2.2.1 field 18).