Accounts Receivable Payment Processing How to Create a Regular Payment Batch

How To Create a Regular Payment Batch (Continued)

Applying Payments to Invoices

Payments may be applied to Invoices, an Advance Deposit for a job, Late Fees accrued on the customer account, Unapplied Cash, or applied to a Miscellaneous G/L account.  The User may distribute the payment to invoices and/or one or many of the Other payment application options.  Follow the link for information on the Other payment application options.

5. Apply Payments to Invoices - Once a customer number has been selected, the list of all invoices with an open balance will be displayed.  In the Payment column of the Invoice List the User will enter the amount to apply to the invoice or press the Auto button located at the lower right of the form. 

Auto Button

Pressing the Auto button will try to match the payment amount to an exact invoice balance.  If the application finds a match, the payment will be applied to that invoice.  If there is more than one invoice of the same amount as the payment amount, the application will apply the payment to the oldest invoice.  If there are no invoices with an exact match to the payment amount the payment will be applied to the oldest invoices first until all of the payment is distributed. 

When using the Auto button, if any amount is still left to be applied after all invoices have been marked for payment, the User will navigate to the Other tab to save the remainder of the payment to one or more of the available options.

Clear Button

If the User applied the payment to the incorrect invoices and wants to start all over applying the payment, press the Clear button to remove all amounts entered into the Payment column.

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