Accounts Receivable                     Payment Processing                     How to Create a Regular Payment Batch

How To Create a Regular Payment Batch (continued)

Payment Processing Form

Fill in the Payment Processing form for each customer payment included in the batch.  Below is an explanation of the data entry fields in the header section of this form.

Customer – Type in the customer number or the customer name in this field or click the binoculars icon to the right of this field to lookup the customer number.  The customer address will automatically fill in once the customer is entered into this field.

Invoice # – If the customer has written their invoice number on the check, typing that number into this field will automatically fill in the customer name and address information.

Memo – This is an optional field where the User may enter up to 50 characters of text.  Information entered into this field may later be viewed from the payment history within the Customer Explorer record. 

If a check is being split between multiple customers the User could entered the total amount of the check and reference the other customer numbers where the remainder of the check will be posted.

Amount – Enter the amount of the check.

Payment Method – This field will automatically default to Check.  A different payment method may be selected from the drop-down list.

Check Number – Enter the customer’s check number.

Posting Date – This field will default to today’s date, but may be overridden.

Check Date – This is an optional field for entering the check date;  the date written on the customer's check.

Other Information

Below the Memo field three additional pieces of information may be displayed:

·If the customer is currently in one of the Collection Queues, their Collection Status will be display with a bold red font.

·If any late fees exist on the customer account, that amount will be displayed in a bold black font.

·Other Credits field; if the customer has any unapplied cash, unapplied advance deposits or unapplied credit memos on the account, this field will display a total of all these amounts.

FRM 4041-1

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