To Enter a Payment Document

To enter a document that corresponds to a payment received from a customer, you use the Payments and Applications (AR302000) form. You can then apply the payment to invoices, debit memos, and overdue charges, as described in Invoice Payments: To Load AR Documents Automatically.

Note: When you are entering a payment document, you can create a credit write-off if the payment amount exceeds the amount of the invoice being paid. For details, see To Create a Write-Off When Processing a Payment.

To Enter a Payment Document

  1. Open the Payments and Applications (AR302000) form.
    Tip: To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
  2. On the form toolbar, click Add New Record.
  3. In the Type box of the Summary area, select Payment or Prepayment.
  4. Check the date of the document in the Application Date box. The system inserts the current date into this box, but you can select another date.
  5. In the Customer box, select a customer. The system uses the customer as a source to automatically fill in relevant form elements with default values for the location, payment method, cash account, and other customer-related settings.
  6. In the Location box, check the customer location, and change it, if needed.
  7. In the Payment Method box, check the method of payment. You can change it if multiple payment methods can be accepted from the customer.
  8. In the Cash Account box, check the cash account. You can change it to another cash account that is allowed for the selected payment method.
  9. Make sure the document currency in the Currency box matches the currency of the selected cash account.
  10. Check the Payment Ref. box: The system automatically inserts a reference number if for the selected customer payment method, the AR - Suggest Next Number check box is selected on the Allowed Cash Accounts tab of the Payment Methods (CA204000) form. If the box is empty, enter the payment reference number.
  11. If needed, in the Description box, add a brief description of the payment.
  12. In the Payment Amount box, enter the total amount paid by the customer payment.
  13. If needed, on the form title bar, click Files to attach a scanned image of the original customer document to this payment.
  14. If needed, on the Charges tab, add the charges or fees applied by the bank for processing. For each charge, do the following:
    1. On the table toolbar, click Add Row.
    2. In the Entry Type column, select the entry type that designates the bank charge applied to this payment.
    3. In the Amount column, type the charge amount applied to this document.
  15. On the form toolbar, click Save.