Use Apply Payment Entry to distribute a check to the open Accounts Receivabledocuments that it is to pay. You can also create debit memos and put the remainder on the customer’s account (creating an OA transaction). FACTS displays this program immediately after you add or edit a check on the Cash Receipts and Adjustments Entry line entry, or you can access this program by clicking Apply on the Cash Receipts and Adjustments Entry screen with a check transaction highlighted. You can also select the invoices that are being paid on a credit card and then upon exiting, optionally update the payment amount and process the credit card transaction.
In the upper or header portion of the screen the system displays the check information from the Cash Receipts and Adjustments Entry program.
You edit certain check transaction information. However, you cannot add or delete header transaction information within this program. The system tracks the total check amount, amount distributed and balance as dollars are used to pay documents. If the check is not fully distributed, the system displays a message but allows you to exit.
Header reference notes for the customer are available. Line reference notes for AR documents are also available when a line is highlighted.
There are 3 payment options in Apply Payment Entry (ARE211): Pay and Pay/Edit and Auto-Apply.
The Pay function allows you to highlight an invoice and pay the default amounts up to the remaining balance that is undistributed, even replacing an existing payment amount. The processing then moves to the next line in the browser. The payment amount will increase the distributed amount for the check.
Click Pay/Editto modify the Payment, Discount and Adjustment and Adjustment Code information for the highlighted invoice line. When you finish the line, the press Save. If you press the Down Arrow key after accessing line edit from the Pay/Edit button, the system accesses normal line edit and no further defaulting occurs. The payment amount will increase the distributed amount for the check.
Click Auto Apply to distribute the check against the documents currently loaded in the line browser. The system displays the Auto Apply window so you can specify. After you enter the order for processing the invoices in the document browser and click OK, the window closes and the Auto Apply process starts. The system highlights the first line to be processed and applies a payment and discount using the same rules as in the current program. The system updates the line browser with the new payment information. Then, depending how you selected to run the Auto Apply, the next line to be processed is highlighted. If a document is in use when the auto apply is updating, the system allows you to select to retry the document, skip the document or cancel the remainder of the auto apply.
Use the Pay/Editfunction to highlight an invoice and set the default amounts and allows you to modify the line level prompts: Payment, Discount and Adjustment and Adjustment Code. Specify the payment amount for the line and select F2Apply to apply the default amounts of the open Accounts Receivabledocument up to the remaining balance that is undistributed, even replacing an existing payment amount. When you finish the line, press Save. If you press the Down Arrow key after getting into line edit from the Pay/Editfunction, the system accesses normal line edit and no further defaulting occurs. The payment amount will increase the distributed amount for the check.
To specify a discount for an invoice line, highlight the line in the browser and click Pay/Edit.Click Balanceto subtract the payment and adjustment amounts from the document amount and place that amount in this field.
Entering an adjustment
To specify an adjustment for an invoice line, highlight the line in the browser and click Pay/Edit. At the payment column, specify the payment amount (if there is one) and press Enter . Next specify the discount amount (if there is one) and press Enter . The program then proceeds to the Adjustmentfield where positive or negative (-) adjustments can be specified. Specify the discount adjustment for the line. Click Balanceto subtract the payment and discount amounts from the document amount and place that amount in this field. If adjusting an invoice with no payment or discount, specify zero at both the payment and discount columns to access the adjustment column. (Only one adjustment can be entered per document per batch). You can also specify the adjustment code for the line. The Adjustment Codefieldis only enabled if the adjustment amount is not zero.
To enter a payment automatically, click Auto Apply. Auto apply acts against the documents currently loaded in the line browser. The system displays the Auto Apply window where you can enter Start At options (top, bottom and highlighted) and specify at which point in the browser window to start the auto apply (the default is top) Then indicate which direction the auto apply will go from the starting point. The options are up and down.
You can click: Cancel--to do nothing and return to the browser or OK to close the Auto Apply window and start the Auto Apply process starts. The system highlights the first line to be processed and applies a payment and discount using the same rules as in the current program. The system updates the line browser with the new payment information. Then, depending how you elected to run the Auto Apply, the next line to be processed is highlighted. If a document is in use when the auto apply is updating, the system allows you to select to retry the document, skip the document or cancel the remainder of the auto apply.
For electronic batches, all check header fields except memo are disabled. You can change the distribution of the check, even if payment advice was received in the external payment file.
Click Display Remittance to see the remittance advice that came from the import file.
You can create an on-account document type transaction for the remaining undistributed dollars of a check or the entire check amount.
In the OA Total field, the system maintains and displays the Total amount of all on account transactions created on this check. Click:
Remainder on Account if the remaining undistributed balance is less than the amount of the check, and FACTS creates an OA transaction for that amount. The system then prompts you for the branch to assign it to. The system prompts you for the branch to assign the transaction to. If an OA transaction already exists, FACTS displays the current amount of the OA and icons that allow you to click Remainder on Account or Clear Account Amount. If there is no amount left to add to the existing OA, the only option will be to clear the OA amount The OA amount will increase the distributed amount for the check. If an OA has already been created, the system updates it with this new amount. Clcik Clear On Account Amount to delete the OA that was previously created in the cash receipts file. The system automatically creates an on-account document (negative) on the customer’s account during the update portion of the Cash Receipts & Adj Register.
Click Debit Memo to accessDebit Memo Entry (ARE213) to allow you to create debits back to the customer’s account that are not related to any existing invoice. The total debit memo amount decreases the distributed amount for the check.
To apply credit memos or on-account documents to invoices, highlight the invoice in the browser and, click Pay or Pay/Edit. Specify a negative payment amount for the amount to apply. Next, select the invoice document(s) to apply the credit memos or on-account documents against and enter a positive payment amount for the amount applied. The distributed total in the header (top portion of the screen) should equal zero (i.e., positive amounts and negative amounts applied should balance).
Paying invoices on credit cards
You can select the invoices that are being paid on the credit card and then upon exiting, optionally update the payment amount and process the credit card transaction. If the payment amount is zero and the type is credit or debit card, the Pay and Auto Apply features will pay the full amount of an invoice rather than only up to the payment amount remaining undistributed. This applies whether it is a true credit card payment or not. If a payment amount was entered, the Pay and Auto Apply features perform standard processing.
If the credit card has been processed, the date, type and amount fields will be disabled.
When click Done to exit this screen and the true credit card has not been processed yet, a window will display with several options.
If the payment amount is zero, you have these the Update Payment Amount options.
If the payment amount is not zero and the payment amount equals the distributed amount, FACTS displays the message the message: Process credit card? (Y/N). If you select to process the credit card, FACTS displays the Credit Card Entry screen.
If the transaction is successful, the tasks occur.
If the transaction fails, you will receive the standard credit card processing messages and the payment will remain un-processed.
Click field descriptions for information on each field.
See also
Entering and applying payments
Entering and applying Miscellaneous Cash
Managing debit memos (not tied to invoices)
Entering new batches for cash receipts and adjustments
Entering cash receipts and adjustments
Adding a line to a batch for cash receipts and adjustments
Entering a payment automatically