AR Apply Unapplied Transactions

Use this form to apply unapplied transactions for open item customers. For example, a receipt or credit note that was not matched to any invoice, a journal that was not matched to any existing transaction, or a refund that was not matched to a receipt or credit note.

You can match unapplied transactions to existing transactions for a customer, so that they no longer remain unapplied. You can match multiple debit transactions against single credit transaction, or visa versa.

For example, if you have two invoices, with values of $49.95 and $69.95, these could be matched against an unapplied credit note for the value of $119.90. You can only match the $49.95 invoice to the unapplied credit note, in which case the system will retain a balance of $69.95 as unapplied for the credit note.

You can also view or match AR transactions (with no hold code) that have an unapplied value for it on this form, using the Unapplied Transactions form. As transactions become fully matched or applied, they move to the Applied Transactions form.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Customer Details

Select the customer of the transactions you want to review. You can use either the Code, Alpha, or Name to select the customer. When the customer is selected, the Unapplied Transactions form will populate with all transactions associated with the customer that have an unapplied value greater than 0.

Show children

This option will be selected if the customer is a parent account, indicating that unapplied transactions for child accounts (customers) are also displayed in the tables. The option can be deselected if you do not want to view/match child account transactions.

You can match these transactions from a parent account:

Parent to parent
Parent to child
Child to parent

Selecting the Child checkbox in the debit/credit tables to indicate that the transaction is associated with a child account. The Alpha column displays the child account alpha code.

Matching Process

Transactions are separated into two tables - debits and credits. If you want to select multiple transactions to match, do them one at a time, for example, select the debit first then the first credit to apply it to, click Match then select the same debit and the second credit to match it to, click Match, and the like.

As you match transactions, they update to the Applied table at the base of the form. You can unmatch them before saving by selecting the transaction in the Applied table, and clicking Unmatch. This will move the original transactions back up to the Debit/Credit tables.

Click the Save icon to save the changes. When the customer is recalled using the form, all items now fully applied will appear in the Applied Transactions table. You can also view parent/child applied transactions on this form.

Information If you click the Select box and click the Save icon to save the changes, these transactions updates back to the Unapplied Transactions table as unapplied.