You can add payments to orders, invoices, and accounts/contacts. There are different implications when applying payments to the different areas so it is important to know how adding a payment in each area can affect the payment process.
Add a Payment to an Order
If you do not use payment plans or if you use memo payment plans, it's recommended you add payments to the order. When you add the payment to the order, the payment is attached to the account and event as well as the order. In addition, once you create the invoice, it is also connected to the invoice.
To add a payment to an order:
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event with the order for the payment.
- Right-click and select Edit -> Edit. The Edit Event screen opens.
- Select the Service Orders tab.
- Select the order for the payment.
- Right-click and select Add -> Add Payment. The Add Payment screen opens.
- Enter the following information:
- Date - Date of the payment. Defaults to the current date.
- Transaction - Transaction type for the payment (i.e. cash, check, credit card). The transaction type determines which of the below fields display and which are required. All fields with a red asterisk are required and you must complete them to add the payment.
- Amount - Amount of the payment. Must use a positive number.
- Credit Card/Check - Credit card number or check number. Enterprise supports most standard credit card scanners. Click the Scan link next to the Credit Card/Check field and scan the card to electronically input the card number.
- Security Code - 3 or 4 digit credit card security code.
- Check/Expiration Date - Date of the check or credit card expiration date.
- Note - Additional information for internal use.
- Control - Stores the credit card verification control number from the credit card processor. No entry required.
- User Reference - Additional necessary information for internal use.
- Internal - If checked, the payment does not display on invoices or external reports. This is used if a payment is entered in error and offsetting payments are entered to correct the error.
- Print Receipt - If checked, after the payment is saved, a receipt report displays for printing or emailing.
- Payor (only if 3rd Party) Tab - If an account other than the bill-to account is paying, enter the payor information.
- Transaction Distribution Tab - If necessary, enter specific general ledger distribution for the journal entries. This overrides the general ledger distribution for the selected transaction type.
- Click OK.
To add payments to multiple orders, see Add Payments to Multiple Orders.
Add a Payment to an Invoice
If you use non-memo payment plans, best practice is to apply payments to the payment plan invoice.
If you do not use payment plans or if you use memo payment plans, you can add payments to invoices but you must consider the implications of applying a payment to an invoice before doing so. An invoice can consist of one or multiple orders, and the number of orders on an invoice effects the overall handling of the payment when it is applied directly to an invoice.
- Invoice with one order – When you apply a payment to an invoice with a single order, the payment is automatically attached to the order number on the invoice. As a result, you see the payment in recorded regardless of whether you view the invoice or the order on the invoice.
- Invoice with Multiple Orders – When applying a payment to an invoice with multiple orders, the payment is not attached to any order on the invoice. When you view the orders on the invoice, the payment is not displayed and the Net Amount Due on the order is not reduced by the payment amount. To view the payment, you need to go to the Payments tab of the Invoices screen or the Receivable Ledger for the bill-to account.
To add a payment to an invoice:
- Click the Invoices link from the Main Menu. The Invoices screen opens.
- Select the invoice for the payment.
- Right-click and select Add -> Add Payment. The Add Payment screen opens.
- Enter the necessary payment information.
- Click OK.
Add a Payment to an Account or Contact
If you add a payment to an account/contact, the payment is not attached to an event, invoice, or order. It is best practice to apply a payment to the appropriate order or invoice so there is an audit trail of where the payment is applied. It is not recommended to add payments to accounts/contacts but in the rare cases it is needed:
- Click the Accounts or Contacts link for the appropriate designation from the Main Menu. The Accounts or Contacts screen opens.
- Select the account/contact for the payment.
- Right-click and select View -> Receivable Ledger. The Receivable Ledger screen opens.
- Select the Receivable Ledger tab.
- Click the Add Payment button. The Add Payment screen opens.
- Enter the necessary payment details. If there are no transaction types available, you need to create one for accounts receivable. See Receivable Transaction Types.
- Click OK.
When an order is added to the account, you can then do a negative transfer to move it from the account/contact and a positive transfer to add the payment to the order.
Payment Security
Access to AR Transaction Types
This access privilege controls who has access to receivable transaction types for payments, deposits and adjustments. Roles/users can only access the payments, deposit and adjustment types that are assigned to them. Roles/users are assigned security privileges in 2 parts - Assign Access Privileges and Assign Details. When a user is assigned to the privilege, Assign Details defaults to all transaction types. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users have access to all transaction types. If a role/user is assigned to the privilege (activating the privilege), all unassigned roles/users cannot select any payment, deposit or adjustment types they are not assigned.
Add/Change Payments - Post Cash Receipt Batch
This access privilege controls who can add payments, change payment information through order processing or through accounts receivable, and post cash receipt entry batches. Any roles/user assigned to the privilege can add and change payments and post cash receipt batches while any role/user not assigned to the privilege cannot add and change payments or post cash receipt batches. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can add and change payments and post cash receipt batches.
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