1. FACTS displays Apply Payment Entry (ARE211) immediately after you add or edit a payment on the Cash Receipts and Adjustments Entry line entry. You can also access this program by clicking Apply on the Cash Receipts and Adjustments Entry screen when a check transaction is highlighted.
2. Use the Doc Type, Sort By, and Apply fields to select the open Accounts Receivable documents to display in the line item browser so you can distribute the check.
3. The system displays this information from Cash Receipts and Adjustments Entry: customer number, name, date, amount, payment type and memo.
(Optional) Update the payment type for the transaction: C-Cash, 1-Check, 2-Credit Card, 3-Debit Card, A-ACH.
(Optional) Update the amount and memo.
4. The system maintains and displays this information:
Check Amount--The remaining check amount as payments are applied.
Distributed Amount--The distributed amount as payments are applied.
Balance--The batch balance as payments are applied.
OA Total--The total amount of all on account transactions created on this check.
Miscellaneous Cash Total--The total amount of all miscellaneous cash transactions created on this check.
Debit Memo Total--The total amount of all debit memo transactions created on this check.
5. (Optional) If the distributed balance is less than the amount of the check, click Remainder on Account to create an OA transaction for that amount. Then specify the branch.
If an OA has already been created, click Remainder on Account to update it with the new amount. Click Clear On Account Amount to delete the OA that was previously created in the cash receipts file.
6. Highlight an open Accounts Receivable document. You have these options:
Delete – delete or zero out the payment, discount and adjustment dollars that have been applied to the highlighted invoice.
Edit – modify the line level prompts: Payment, Discount and Adjustment and Adjustment Code and apply monies from the check to the individual documents.
Notes-access Note Entry (SME710) for the AR document highlighted in the line item browser.
Pay - pay the default amounts up to the remaining balance that is undistributed, even replacing an existing payment amount. The payment amount will increase the distributed amount for the check.
Pay/Edit - sets the default amounts and allows you to modify the line level prompts: Payment, Discount and Adjustment and Adjustment Code. Click Save. The payment amount will increase the distributed amount for the check.
Debit Memo - access Debit Memo Entry (ARE213) 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.
Auto Apply - acts against the documents currently loaded in the line browser. The system displays the Auto Apply window. Specify the Start At point in the browser window to start the auto apply. Options are top, bottom and highlighted. Specify the Order (which direction the auto apply will go from the starting point). Options are up and down. Click OK. 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.
7. You can select from these buttons:
List Selected Displays the List Selected for Check screen containing the customer number and name along with a grid prompt to enter the desired document numbers. If a list was already selected during this session, those documents automatically fill the grid field.
Header Displays the Header Detail screen, which allows you to change the filter and order fields, date, amount and memo. Use this screen to change more than one of the filter fields to avoid the browser reloading with each change.
Done Completes the process. If the check is not fully distributed, the system displays a message and then allows you to exit.
8. Click Done to complete entry of the check by updating the distributed amount of the batch, clearing the screen and returning to the Batch field.
9. Click Done to exit.