To Form a List of Applications Automatically

You can apply a customer payment or prepayment to any number of invoices, debit memos, and overdue charges by using the Payments and Applications (AR302000) form. If there are open credit memos for the customer, they also can be used in payment application.

In the Summary area of the form, the Available Balance box holds the balance of the payment that is available for further application, and the Applied to Documents box contains the balance that has been applied.

1. Open the Payments and Applications (AR302000) form.
2. In the Type box of the Summary area, select Payment or Prepayment, depending on the type of the document you want to apply.
3. In the Reference Nbr. box, select the reference number of the payment or prepayment you want to apply.
4. On the Documents to Apply tab, manually compose the list of outstanding documents to be paid with the payment document, by doing the following for each line (outstanding document):
   1. On the table toolbar, click Add Row.
   2. In the Doc. Type column, select the type of the outstanding document.
   3. In the Reference Nbr. column, select the reference number of the outstanding document. The system fills in appropriate values in the other columns automatically.
   4. If needed, in the Amount Paid column, modify the applied amount.
   5. If needed, in the Cash Discount Taken column, enter or modify the amount of the cash discount you want to give to the customer.
   6. If needed, in the Write-Off Amount column, enter the amount you want to write off and in the Write-Off Reason Code select the reason code, which defines an account where the system records the written-off amount.
   7. If needed, in the Cross Rate column, adjust the cross rate, if the payment document and the outstanding document are in a foreign currency.
5. If the payment document for which you have formed the list of the outstanding documents has the Balanced status, you can proceed as follows:
   • To save the document with the Balanced status, on the form toolbar click Save.
   • To release the payment document and its applications, on the form toolbar click Release.
     Note: When the payment is released, its status changes to Closed if the application amount is equal to the payment amount. If the application amount is less than the payment amount, the status of the released payment document changes to Open.
6. If the payment document for which you have formed the list of the outstanding documents has the Open status, proceed as follows:
   • To save the document with the Open status and the list of applications you have formed, on the form toolbar click Save.
   • To release the applications, on the form toolbar click Release. When the application records are released, the status of the payment changes to Closed if the application amount is equal to the payment amount. If the application amount is less than the payment amount, the status of the released payment document remains Open.