Apply Customer Payments screen

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Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Use the Apply Customer Payments screen to apply multiple AR transactions for multiple customers at the same time. The transactions that are listed in this screen were created in the Actions > Enter Invoices screen and the Actions > Manage Customer Payments screen.

Note: You can apply individual customer transactions in this screen or in the Actions >Manage Customer Payments > Detail tab.

Choose Actions > Apply Customer Payments.

Fields & buttons

By default, the transactions listed in the grid are grouped by Customer ID, as indicated by the Customer ID button in the gray area above the grid. However, you can group the transactions by other criteria. For details, see Grouping items in data-entry grids.

The transactions in this grid include unapplied payments, write-offs, and credit memos, as well as open invoices and finance charges for customers of the selected client. The information in the Customer ID, Customer Name, Date, Reference, Type, Due Date, and Open Balance fields contain read-only data that were transferred from the transaction records. If you marked the Offer payment discount checkbox for this client in the Accounts Receivable Processing section of the Setup > Clients > Accounts Receivable tab, the Discount Account, Discount Expiration, and Discount Honored columns are available in this grid for invoice transactions. Use these fields to specify discount information for the invoice.

The appearance and behavior of the Apply column depends on the setting for the Allow multiple applications per customer field in the Apply Customer Payments Options dialog.

  • By default, the Allow multiple applications per customer checkbox is cleared, and the Apply column in this grid contains a checkbox for each transaction. For each customer, mark the checkbox for each transaction to apply together. The checkbox is available when one or more invoices or finance charges and one or more payments, write-offs, or credit memos are available for the customer.
  • If the Allow multiple applications per customer checkbox is marked, the Apply column in this grid contains a drop-down list for each transaction. For each customer, select an application number for each payment to apply, and then select the same number for each invoice to which you want to apply the payment.

The application enables the field in the Amount Applied column when you mark the checkbox in the Apply column and automatically enters an amount in this field as follows:

  • If you select a payment, credit memo, or write-off first, the application displays the open balance of the selected transaction. Select the invoice or finance charge transactions to apply to this transaction.
    • If the open balance for the invoice, finance charge, or write-off is greater than or equal to the transaction amount, the application updates the amount for the invoice, credit memo, or write-off to the payment, credit memo, or write-off amount.
    • If the open balance for the invoice, finance charge, or write-off is less than the transaction amount, the application updates the amount for the payment, credit memo, or write-off to the invoice, finance charge, or write-off amount.
  • If you select an invoice or finance charge first, the application enters 0.00. Select the payment, credit memo, or write-off transactions to apply to this transaction.
    • If the open balance of the invoice or finance charge is greater than or equal to the open balance of the payment, credit memo, or write-off, the application updates the amount in both fields to the payment, credit memo, or write-off amount.
    • If the open balance of the payment, credit memo, or write off is greater than the amount of the invoice, finance charge, or write-off, the application updates the amount in both fields to the invoice or finance charge amount.

The application calculates the amount in the Unapplied Balance field as the difference between the open balance and the amount applied.

Note: A right-click context menu is available in this screen to enable you to select transactions to apply or clear. If you right-click in a column heading or in the gray area above the grid, your selection will apply to the entire grid. If you right-click within a group in the grid, your selection will apply to only that group. Depending on how the transactions are grouped, the following commands may be available.

  • Select all to apply. The application selects all transactions that are available to be applied, enters the discount amount and amount applied for each, and calculates the unapplied balance.
  • Clear all. The application clears all selections and amounts in the grid or selected group.

Click the Enter button to apply the transactions that have been selected in this screen. The application updates the balance due for the affected transactions. Click the Cancel button to discard all changes that have been made in this screen.

Related topics

Accounts Receivable service, overview

Recording customer payments

Entering customer invoices

Assessing finance charges

Writing off a customer invoice or finance charge

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