To Form a List of Applications Manually

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.

To Form a List of Outstanding Documents Manually

1. Open the Payments and Applications (AR302000) form.
2. In the Type box of the Summary area, select Payment or Prepayment, depending on 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 table toolbar of the Documents to Apply tab, click Load Documents to open the Load Options dialog box.
5. If needed, in the dialog box, select the customer documents by specifying any of the following criteria:
   • The company and branch to which the documents belong, in the Company/Branch box
   • The date range of the documents to be loaded, in the From Date and To Date boxes
   • The range of reference numbers of documents to be loaded, in the From Ref. Nbr. and To Ref. Nbr. boxes
   • The maximum number of documents to be selected from the database that comply with any other criteria you have specified, in the Max. Number of Rows box

   You can also specify the way the system should order the documents on the list by selecting the appropriate option button under Sort Order. By default, the Due Date, Reference Nbr. option button is selected.

6. Leave the Automatically Apply Amount Paid check box selected to automatically apply the payment amount to the loaded documents.
7. Click Load or Reload.

   On the Documents to Apply tab, the system loads the list of the open invoices and memos that match any criteria you have specified in the dialog box. The Load button adds the documents that match the selected criteria to any documents that have already been added to the table, whereas the Reload button first removes any documents from the table and then loads only the documents that match the selected criteria. If there are open credit memos, they are displayed at the top of the list. If you have specified no criteria, the system loads the documents according to the default sort order.

8. Apply the payment amount to the documents in the table and adjust the application amounts, if necessary, by doing any of the following:
   • Click Auto Apply on the table toolbar to apply the payment to the listed documents automatically. The system applies the payment amount, starting with the first document displayed in the table.
   • Select the unlabeled check box in the row of the document. The system updates the Amount Paid column with the document balance (that is, the value in the Balance column of the row.)
   • Specify the application amount for the document in the Amount Paid column.
9. 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 you release the payment document, 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 changes to Open.
10. If the payment document for which you have formed the list of the outstanding documents has the Open status, you can 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, 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.