When there are several orders paid with one payment but the orders are not yet invoiced:
- Click the Service Orders link from the Main Menu. The Service Orders screen opens.
- Select the one of the orders for the payment.
- Right-click and select Edit -> Edit. The Edit Service Order screen opens.
- Select the Payments tab.
- Click the Add button. The Add Payment screen opens.
- Enter the necessary information for the payment. Note the information to enter into the following fields:
- Transaction Amount – Total amount of the payment.
- Note or Reference – Text note that the payment is for multiple orders.
- Click OK.
The order the payment was added to shows as overpaid while the other orders display an amount due. This is how the orders display until invoiced. When viewing the Receivable Ledger for the account on the orders, the amount would appear with no invoice attached to it.
When the orders are ready to invoice and all the orders are on the same invoice:
- From the Service Orders screen (or any other screen which displays the orders), select all the orders to invoice.
- Follow the normal invoicing process. All the orders are placed on the same invoice.
- After invoicing the orders, review the Receivable Ledger for the account. The invoice for the total amount of all the orders and the payment for all the orders are grouped with the invoice.
When the orders are ready to invoice and all the orders are not on the same invoice:
- Follow the normal invoicing process to create as many invoices as needed.
- After invoicing, view the Receivable Ledger for the account.
- Adjust the filter on the Receivable Ledger screen so all receivables are displaying (uncheck the Show Open Receivables Only check box). Each invoice displays and the payment is attached to one of the invoices.
- Select the payment transaction.
- Right-click and select Tools -> Application. The Cash Application screen opens. The full payment amount displays in the Applied Transactions section applied to one invoice.
- Select the full payment amount.
- Right-click and select Undo Application. The row is removed from the screen.
- Click the Add Transactions button in the Applied Transactions section. The Select Transactions screen opens. It displays the potential invoices for applying the payment. If the original payment is a deposit, you may receive a message that the payment type is not allowed on invoices. To allow the deposit to apply to the invoices, edit the receivable transaction type for the deposit and check the Allow Final Invoice check box.
- Select each invoice that needs the payment applied.
- Click the Select button. Your return to the Receivable Ledger screen.
- Click the Refresh button at the top of the screen. The payment is now applied to all the selected invoices.
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