Invoice Payments: To Enter a Payment for a Specific Invoice

The following activity will walk you through the process of creating a payment and applying it to an invoice.

Video Tutorial

This video shows you the common process but may contain less detail than the activity has. If you want to repeat the activity on your own or you are preparing to take the certification exam, we recommend that you follow the instructions in the activity steps.

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Story

Suppose that on January 30, 2023, the SweetLife Fruits & Jams company received a check for $300 from one of its customers, which had purchased an offline training course on January 9, 2023.

Acting as a SweetLife accountant, you need to create the payment in the system and apply it to the $300 invoice dated 1/9/2023.

Process Overview

In this activity, you will find the needed invoice on the Invoices and Memos (AR301000) form and click Pay on the form toolbar to create a payment for it on the Payments and Applications (AR302000) form. You will then apply this payment to the invoice and release the payment with its application to the invoice.

System Preparation

To prepare the system, do the following:

1. Launch the MYOB Advanced website, and sign in to a company with the U100 dataset preloaded. To sign in as an accountant, use the following credentials:
   • Username: johnson
   • Password: 123
2. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 1/30/2023. If a different date is displayed, click the Business Date menu button and select 1/30/2023. For simplicity, in this exercise, you will create and process all documents in the system on this business date.
3. On the Company and Branch Selection menu, also on the top pane of the MYOB Advanced screen, make sure that the SweetLife Head Office and Wholesale Center branch is selected. If it is not selected, click the Company and Branch Selection menu to view the list of branches that you have access to, and then click SweetLife Head Office and Wholesale Center.

Step 1: Creating a Payment for a Specific Invoice

To create a payment for a specific invoice, do the following:

1. Open the Invoices and Memos (AR301000) form.
2. Find the $300 invoice for the COFFEESHOP customer, which is dated 1/9/2023, and open it.
3. On the form toolbar, click Pay.

   When you click this button, the system navigates to the Payments and Applications (AR302000) form, creates a new payment in the amount of the invoice's open balance, and inserts the information from the invoice into the payment. You can change this default payment information in the payment before release.

4. In the Summary area, make sure the following information is displayed:
   • Application Date: 1/30/2023
   • Application Period: 01-2023
   • Description: Offline training
   • Payment Amount: 300 (the amount you have received from the customer)
5. On the Documents to Apply tab, in the Amount Paid column for the invoice, leave the full amount to be applied, $300, as shown in the following screenshot.

   
   
   

6. On the form toolbar, click Remove Hold and click Save to save the document.

Step 2: Releasing the Payment and Its Application to the Invoice

To release the payment and its application to the invoice, do the following:

1. While you are still on the Payments and Applications (AR302000) form, click Release on the form toolbar.
2. On the Application History tab, review the row that the system has added, and click the link in the Batch Number column.
3. The system opens the Journal Transactions (GL301000) form with the GL transaction that was generated after the release of the payment.