Apply Payment Entry (ARE211)

How To

Use Apply Payment Entry to distribute a check to the open Accounts Receivable documents 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 selecting the Apply option 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 (check) 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 the entry.

Header reference notes for the customer are available. Line reference notes for AR documents are also available when a line is highlighted.

Payment Option Functions

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.

Select the Pay/Edit function to modify the Payment, Discount and Adjustment and Adjustment Code information for the highlighted invoice line. When you finish the line, the press the $image\save.gif$ icon. If you press the Down Arrow key after getting into 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.

Use the Auto Apply function 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 select 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.

Entering a payment manually

Entering payment information

Use the Pay/Edit function 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. Enter the payment amount for the line and select or F2 Apply to apply the default amounts of the open Accounts Receivable document up to the remaining balance that is undistributed, even replacing an existing payment amount. When you finish the line, press the $image\save.gif$ icon. If you press the Down Arrow key after getting into line edit from the Pay/Edit function, the system accesses normal line edit and no further defaulting occurs. The payment amount will increase the distributed amount for the check.

Entering a discount

To enter a discount for an invoice line, highlight the line in the browser and select the Pay/Edit function. You can select or F3 Balance to subtract the payment and adjustment amounts from the document amount and place that amount in this field.

Entering an adjustment

To enter an adjustment for an invoice line, highlight the line in the browser and select the Pay/Edit function. At the payment column, enter the payment amount (if there is one) and press Enter (CR). Next enter the discount amount (if there is one) and press Enter (CR). The program then proceeds to the Adjustment field where positive or negative (-) adjustments may be entered. Enter the discount adjustment for the line. You can select or F3 Balance to 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, enter zero at both the payment and discount columns to access the adjustment column. (Only one adjustment may be entered per document per batch). You can also enter the adjustment code for the line. The Adjustment Code field is only enabled if the adjustment amount is not zero.

Entering a payment automatically

To enter a payment automatically, select the Auto Apply function. 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 select at which point in the browser window to start the auto apply (the default is top) Then select which direction the auto apply will go from the starting point Options are up and down. You can select from the following buttons: 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 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.

Electronic Batch Processing

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.

You can click the View Remittance hypertext link to see the remittance advice that came from the import file.

Posting on-account payments

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. You can select from the following buttons: Use the Remainder on Account button 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. he 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 select either 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. Use the Clear On Account Amount button 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.

Entering debit memos

Select the Debit Memo function to access Debit 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.

Applying credit memos or on-account documents to invoices

To apply credit memos or on-account documents to invoices, highlight the invoice in the browser and, use the Pay or Pay/Edit function. Enter 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 you select the Done button 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, the Update Payment Amount dropbox options are

Do not update payment amount
Update payment amount with distributed amount
Update payment amount with distributed amount and process credit card

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 next receipt number will be assigned and other credit card information will be stored in the SMCCRT file
The credit card receipt will optionally print.
The “check number” in ARCSHH/L will be set to the receipt number.

The payment cannot be changed or deleted.

If the transaction fails, you will receive the standard credit card processing messages and the payment will remain un-processed.

Use the following fields to enter and apply checks:

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.

1. Doc Type

Select the type of documents to display in the browser in the lower portion of the screen. You can select from:

Credits Only – only documents of type CM and OA
Non-zero Documents Only – only documents with current amount <> 0 (Initial Default)
All

2. Apply

Select whether to display applied documents only, not-applied documents only, or all documents in the browser in the lower portion of the screen.

Options are:

Applied Documents Only
Not Applied Only
All

3. Sort By

Select how to sort documents displayed in the lower portion of the screen. You can select from:

Document Number (Initial Default)
Descending Document Number
Due Date
Descending Due Date

4. Customer Number

The system displays the customer number and name from the check information from the Cash Receipts and Adjustments Entry program.

Select the $image\notecuston_shg.gif$ icon to access Note Entry (SME710) for the customer specified in the program.

5. Check #

The system displays the check number from the Cash Receipts and Adjustments Entry program. You cannot change the check number. Note that for credit card payments the message “CC_PENDING# displays in this field.

6. Date

The system displays the date from the Cash Receipts and Adjustments Entry program. You can modify this field.

7. Amount

The system displays the amount from the Cash Receipts and Adjustments Entry program. You can modify this field.

8. Type

The system displays the payment type from the Cash Receipts and Adjustments Entry program. You can modify this field. Select the payment type for the transaction. You can select from: C-Cash, 1-Check, 2-Credit Card, 3-Debit Card, A-ACH If you leave the Check field blank, the options for the Type default to 2-Credit Card,3-Debit Card and A-ACH. Note: If credit card or debit card type is selected but a check number has been entered by the user, this will not be considered a true credit card payment. The program will not perform any credit card processing.

9. Memo

The system displays the memo from the Cash Receipts and Adjustments Entry program. You can modify this field.

In the upper right corner of the screen, the system maintains and displays the following:

10. Check Amount

The system maintains and displays remaining check amount as payments are applied.

11. Distributed

The system maintains and displays the distributed amount as payments are applied.

12. Balance

The system maintains and displays the batch balance as payments are applied.

13. OA Total

The system maintains and displays the Total amount of all on account transactions created on this check. You can select from the following buttons:

The Remainder on Account button, 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. If an OA has already been created, the system updates it with this new amount.

The Clear On Account Amount button to delete the OA that was previously created in the cash receipts file.

14. Miscellaneous Cash Total

The system displays the total amount of all miscellaneous cash transactions created on this check.

15. Debit Memo Total

The system displays the total amount of all debit memo transactions created on this check.

The line browser displays all open Accounts Receivable (AROPEN) documents for the customer and any payment, discount and adjustment information based on your selections for the Doc Type, Sort By, and Apply fields. Line browser information includes the invoice number, due date (mm/dd/yy), current amount, discount amount, discount due date (mm/dd/yy), disputed invoice setting, payment amount, discount amount, adjustment amount, and adjustment code. If payments or adjustments have already been made, those amounts also display. If a document has a payment or adjustment in another batch, the document amounts are netted by these.

Highlight an open Accounts Receivable (AROPEN) document and you can select the following functions:

Select the $image\noteardcon.gif$ icon to access Note Entry (SME710) for the AR document highlighted in the line item browser.

On the right side of the browser:

$image\Delete.gif$ Delete – allows you to delete or zero out the payment, discount and adjustment dollars that have been applied to the highlighted invoice. The system asks if you are sure you want to delete this payment line before continuing.

$image\edit_shg.gif$ Edit – allows you to modify the line level prompts: Payment, Discount and Adjustment and Adjustment Code and apply monies from the payment to the individual documents. You can press the up or down arrow and move through line edit for the documents in the browser.

Line Level Prompts

16. Payment

The payment amount for the line. You can select from the following options:

or F2 Apply – Applies the default amounts of the open Accounts Receivable document up to the remaining balance that is undistributed, even replacing an existing payment amount. It will remain in the payment field. This is similar functionality to using the "Pay" button at the bottom of the screen when a line is highlighted in the line browser.
or F3 Balance – Subtracts the discount and adjustment amounts from the document amount and place that amount in this field

17. Discount

The discount amount for the line. You can select F3 Balance to subtract the payment and adjustment amounts from the document amount and place that amount in this field.

18. Adjustment

The discount adjustment for the line. You can select F3 Balance to subtract the payment and discount amounts from the document amount and place that amount in this field.

19. Adjustment Code

The adjustment code for the line. This field is only enabled if the adjustment amount is not zero. The initial default is to first adjustment code on file if this is a new adjustment being entered. Otherwise, the system defaults to the last code used.

The following buttons are available when you highlight an open Accounts Receivable (AROPEN) document in the browser:

Pay 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. It will then move to the next line in the browser. This is similar functionality to using the F2 pay button in the payment field when editing a line.The payment amount will increase the distributed amount for the check.

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 feature 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 features perform standard processing.

Pay/Edit Allows you 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. When you finish with the line, press the $image\save.gif$ icon. If you press the Down Arrow key after getting into 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.

Misc Cash Accesses Apply Miscellaneous Cash Entry (ARE212) to allow you to distribute a miscellaneous cash transaction to the proper GL accounts.

Debit Memo Accesses Debit 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.

Auto Apply Auto Apply acts against the documents currently loaded in the line browser. The system displays the Auto Apply window.

Field Prompts are:

1. Start At

Options are top, bottom and highlighted. Select at which point in the browser window to start the auto apply. The default will be top.

2. Order (or direction) –

Options are up and down. Select which direction the auto apply will go from the starting point.

3. You can select from the following buttons:

Cancel--to do nothing and return to the browser.

OK--After you enter the prompts and select 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.

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 feature 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 features perform standard processing.

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. You can select $image\Delete.gif$ to clear, $image\find_shg.gif$ to search for open AR documents to select for payment, and $image\backup.gif$ to delete the last entry. If a list was already selected during this session, those documents automatically fill the grid field.

You can select from:

Cancel to close the window and return with no changes.

OK to save the list of documents into memory file (close and reopen) and close the window. Once the list is complete and saved, the documents are displayed in the browser and can perform all normal processing against them.

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 Apply process for this customer #/check#. If the check is not fully distributed, the system displays a message and then allows you to exit the entry.

When you select the Done button 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, the Update Payment Amount dropbox options are

Do not update payment amount
Update payment amount with distributed amount
Update payment amount with distributed amount and process credit card

If the transaction is successful:

The next receipt number will be assigned and other credit card information will be stored in the SMCCRT file
The credit card receipt will optionally print.
The “check number” in ARCSHH/L will be set to the receipt number.

Main Screen Hyperlinks

There are four main screen hyperlinks available:

AR Detail --AR Detail is enabled when a document from open Accounts Receivable file is highlighted. This is the AR Detail from the Open Docs view of AR Customer Inquiry.

View Invoice--View Invoice is enabled when you are highlighting a document from the AROPEN file that has a sales order document number and that doc/invoice is in the SOPINH file. This is the same as the View Invoice from the Open Docs view of AR Customer Inquiry.

List Payments –List Payments is enabled when a check has been applied. The List Payments screens is used to display all invoices, miscellaneous cash, on accounts and debit memos that the selected check has been applied to.

View Remittance--View Remittance is enabled when remittance advice is available from the import file for ACH transaction.

Navigation is not available from within these views.

Menu Options

The menu bar will contain the following options:

File

Exit	Exits the program

Edit

Delete (Unpay)

Zeros out the payment, discount and adjustment fields; highlight remains on the same line.

Edit Line

Allows you to modify the line level information and apply monies from the check to the individual documents. You can press the up or down arrow and move through line edit for the documents in the browser.

Find Invoice

The find invoice from the menu bar will allow the user to enter an invoice number and have the highlight position to the line for that record. The program will only search through the lines that are loaded in the browser. If the invoice number is not in the current browser, the user will receive a message "Not in current list". For example, if the user has the filters set to display unapplied credits only and then tries to find a non-credit invoice, the find process fails and the user receives a message

View

List Payments	List payments from the menu bar is the same as the list payments hyperlink on main entry screen
AR Detail	AR Detail is enabled when a document from open Accounts Receivable file is highlighted. This is the same as the AR Detail from the open docs view of AR Customer Inquiry.
View Invoice	View Invoice is enabled when you are highlighting a document from the AROPEN file that has a sales order document number and that doc/invoice is in the SOPINH file. This is the same as the View Invoice from the open docs view of AR Customer Inquiry. Navigation is not available from within these two views.
Customer Notes	Displays any notes entered in AR Customer Inquiry or Notes Entry SME710 for the selected customer. Refer to the Viewing/Entering Notes from Sales Order Programs topic for details.
AR Document Notes	Displays any notes entered in AR Document Inquiry for the selected document.

Options

Header	Allows you to change the filter and order fields, date, amount and memo. Users will use this to change more than one of the filter fields to avoid the browser reloading with each change.
Pay--	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. It will then move to the next line in the browser. This is similar functionality to using the F2 pay button in the payment field when editing a line. The payment amount will increase the distributed amount for the check.
Pay/Edit--	Allows you to highlight an invoice and set the default amounts. It then takes you into main line entry to the Payment field where any amounts can be accepted or changed. When you finish the line, the system returns to the Apply Check Entry screen. If you press the Down Arrow key after getting into 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.
Miscellaneous Cash	Accesses Apply Miscellaneous Cash Entry (ARE212) program to allow you to select GL Accounts and the dollar amounts to post to each. The total miscellaneous cash amount will increase the distributed amount for the check. … Miscellaneous cash is only available from the menu bar.
Debit Memo	Accesses Debit 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.
Auto Apply	Auto Apply acts against the documents currently loaded in the line browser. The system displays the Auto Apply screen.
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. You can select F1 to clear and F2 to search buttons. If a list was already selected during this session, those documents automatically fill the grid field.
On Account	Creates an OA type transaction for the remaining undistributed dollars. 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 allows you to select either: If the distributed balance is less than the amount of the check you can select the Remainder on Account button, and FACTS creates an OA transaction for that amount. The system then prompts you for the branch to assign it to. If an OA has already been created, select the Remainder on Account button and the system updates it with this new amount. OR Select the Clear On Account Amount button to delete the OA that was previously created in the cash receipts file.

User Pref

Save Filter Values

The Save Filter Values menu option will write the current doc type, apply and order values to the cash receipts user preferences file. If the doc type is set to "list" at the time the user selects to save, they will receive a message that the values cannot be saved with list as an option.

See Also

How to enter and apply payments

How to enter and apply Miscellaneous Cash

How to create, delete, or modify debit memos (not tied to invoices)

How to enter new batches for cash receipts and adjustments

How to enter cash receipts and adjustments

How to add a line to a batch for cash receipts and adjustments

Entering a payment manually

Entering a payment automatically

Posting on-account payments

Entering debit memos

Applying credit memos or on-account documents to invoices

Payment Options