Click on Payment from the Main Menu to open the Payment window.
Select the Bank Account and the Document Type, in this case AR Receipt.
The Transaction Date specifies the date of the transaction. The Account Date specifies the date for the generated accounting transactions.
You need to enter a Business Partner, in this case that would be a Customer. If the Customer is paying for a specific Invoice, click on the arrow on the Invoice field. Enter any additional search criteria and select the Refresh button. All Invoices are displayed automatically.
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% If the payment is for multiple invoices, do not select an invoice and just enter the payment amount. Later in this chapter we will discuss allocating this type of payment.
Depending on your selection in the Paid check box the unpaid or paid Invoices will appear. Unselect it to display all your open Invoices for this Customer. Select the Invoice that is being paid and click OK.
All Amount and Currency fields will be populated according to the Invoice.
If the payment term for the Invoice allows for a discount and the payment date is within the discount terms the Discount will be automatically calculated.
Use the Over/Underpayment check box to indicate if this Payment is an Overpayment or an Underpayment. Then you need to enter the Over/Under Payment Amount field. Overpayments are negative, unallocated amounts and allow you to receive money for more than the particular invoice. An Underpayment (positive) is a partial payment for the invoice. Use this option if you do not want to write off the unpaid amount.
Enter the Write-off Amount to indicate the amount you amount to be written off as uncollectible.
The Tender Type specifies the method of payment (Credit Card, or Cheque). If you select Cheque, the following fields are displayed.
The Bank Routing Number (ABA Number) identifies a legal Bank. It is used in routing checks and electronic transactions. The Account Number specifies the Number assigned to this account. The Cheque Number specifies the number on the check. The MICR number is the combination of the bank routing number, account number, and check number.
The Document Status indicates the status of the Payment at this time. If you want to change the status, use the Document Action button. This will call the Document Action window. You have the option to Complete or to Void the Payment. If you complete the Payment, the Not Posted button appears. Click on it to confirm the posting and creation of the Accounting Entries.
If there is a one-to-one Relationship between Invoice and Payment, the Payment Allocation can be done automatically by selecting the invoice when entering the payment. If there is more than one invoice to be allocated you may create the appropriate allocations in the Payment Window, Allocate tab. This tab is only displayed if you have the Advanced Tabs options selected in Preferences. If you have access to the Advanced Tab, you can select the Allocate tab to enter the Invoices to be allocated to a Payment.
In this example, we have received a cheque from Samsuk Alai. This cheque is to be allocated to two invoices. Because the Preferences are set to show the Advanced Tabs, I can allocate the Payment to both invoices from this window by selecting the Allocate tab.
Select an Invoice and the Amount and Discount are displayed, just as they would be if you were allocating the Payment to a single Invoice on the Payment Tab.
For this Invoice, a discount is applied. You can modify any of the amounts. Care should be taken, however as the system will not prevent you from allocating more than the Payment Amount.
When the record is saved, the Remaining Amt field is updated. In this example, the original Payment Amount was 173.00. We have allocated 98.00, which leaves a balance of 75.00.
Select the New Record button on the tool bar to allocate the Payment to a second Invoice.
Here we have selected a second invoice. There is no discount amount and we will be paying the full amount.
When the record is saved, the Remaining Amt is updated and now is 0.00.
Return to the Payment tab to "Complete" the Payment.
When the process has completed, the Document has a Status of Completed and the Allocation records are created.
Two allocation records have been created, one for each invoice.
When allocating a Payment to Invoices using the advanced Allocate tab, care should be taken as you can allocate more than the payment amount. This will result in a negative open amount for the Payment. This can be offset by allocating it to another Payment or Credit Memo, using Manual Allocations (as detailed below).
If you do not "Allocate" the full Payment amount, the remaining balance will be a positive open amount and can be allocated to another invoice using Manual Allocations.
Once a Payment has been marked "Completed," no additional "Allocate" records may be added.
The other option if you have multiple Invoices to be allocated to a payment or if you do not know the invoice number to be paid, or you want to offset Credit Memos, AR and/or AP Invoices, the Payments must be allocated manually. Manual Allocation must be done if you have not selected an Invoice or Sales Order when entering the Payment.
Click on Payment Allocation from the Main Menu to open the Payment Allocation window.
Enter the Business Partner Payments to allocate. Select the Business Partner by clicking on the icon in the field. Or enter the entire search key (or the first characters that make it unique) of it and hit Enter, so the field will be filled automatically.
The Currency field is defaulted from the Business Partner information. The Date defaults to the current date. Select the Multi-Currency check box to indicate that you want to list documents in more than one currency.
In the Payment area you see all completed Payments for that Business Partner. Select the Payment you want to allocate.
In the Invoice area you see all open Invoices for that Business Partner. Select the Invoices you want to allocate.
Once you select the invoice or invoices you need to make sure that it balances (i.e. there is no difference) and click on the Process button.
If you want to make a partial payment, unselect the Automatic Write-off check box. Having it selected will ensure that the invoice is fully paid and will take the difference between the Applied Amount and the Open Amount and apply it to the "Write Off" Amount. Deselecting the check box allows you to enter just the partial amount in the 'Applied' field and carry a remaining balance for the invoice or payment.
To see what payments were allocated to a specific Business Partner, click on Payment Allocation from the Main Menu to open the Payment Allocation Report window.
Enter the Business Partner and no Invoice if you want to display all allocations carried out for that Business Partner.
The Report will display and show you which Invoices and Payments were allocated for that Business Partner.