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This article applies to:

  • Product: Accounting CS
  • Subject: Accounts Receivable

Manage Customer Payments with the Detail tab

Use the
Detail
 tab to view and enter detailed information about the selected customer payment and to apply customer payments to customer invoices.
As you enter information, the application automatically updates those fields in the
Rapid
 tab, so the information on both tabs is always in sync.
  1. Select
    Actions
    , then
    Manage Customer Payments
    .
  2. Select the
    Detail
     tab. Use the buttons to scroll through the saved payment transactions.
  3. Select
    Add
     to open a new transaction record.
  4. In the
    Transaction Detail
     section, select the transaction type, customer ID, journal, posting period, and GL account.
  5. Enter a payment date or use one of the date entry shortcuts.
  6. Enter a reference for the payment transaction, if applicable.
  7. Enter the payment amount.
  8. If you entered invoices for the selected customer in the
    Enter Invoices
     screen, you can apply this payment to one or more of the customer's open invoices in the
    Apply Transactions
     tab.
  9. Select
    Notes
     to enter any notes about this payment transaction.
  10. Select
    Enter
     to save the payment transaction.
note
You can use the
Apply Customer Payments
 screen to apply multiple accounts receivable transactions for multiple customers simultaneously.

Fields & buttons

Transaction Detail
  • Type
     - Select the payment type.
    • AR Check
       - the customer wrote a check for this payment.
    • Cash
       - the customer used cash for this payment.
    • Credit card
       - the customer used a credit card for this payment.
    • Write-off
       - you are writing off the customer's invoice or finance charge.
    • AR Credit memo
       - if you enter a credit memo in the Enter Invoices screen, the application displays it in this screen as an AR Credit memo.
  • Customer ID / Customer Name.
     (Required) Select the ID for the customer who made the payment. When you select the ID, the application automatically enters the customer name. The drop-down list includes all customers with an active status or that have open transactions. Use the Customers screen to set up customer records.
  • Journal.
     (Required) Select the journal in which to record this payment transaction.
  • Posting Period.
     (Required) Select the appropriate posting period for the payment.
  • Date.
     (Required) Enter the transaction date for the payment.
  • Reference.
     Enter a reference for this payment.
  • Amount.
     Enter the payment amount or select the
    Calculator
     button to calculate the payment amount using an onscreen calculator.
  • GL Account.
     (Required) Select the appropriate GL account for the payment.
    • For cash, check, or credit card payment types, select the GL account that is defined for
      undeposited payments
      . The default GL account is defined in the
      Undeposited payments
       field in the Setup > Clients > Accounts Receivable tab.
    • For write-off payment types, select the GL account that is defined for
      bad debt expense
      . The default GL account is defined in the
      Bad debt expense
       field in the Setup > Clients > Accounts Receivable tab.
Tabs
  • Apply Transactions.
     This tab displays all open invoices and finance charges for the selected customer.
    Mark the checkbox for each transaction to which you want to apply the selected customer payment. If you enabled the discount feature for the client (in the Setup > Clients > Accounts Receivable tab), the
    Discount Exp
    ,
    Discount Act
    , and 
    Discount Hon
     columns display information about any available discounts. You can override the data in those columns as necessary.
    The
    Amount Applied
     column displays the open amount of the payment, but you can enter a different amount to apply to the transaction. Click the plus (+) sign next to a transaction to view details for that transaction.
  • Applied Transactions.
     This tab displays all invoices and finance charges to which this payment has been applied.
    To unapply this payment from a transaction, mark the checkbox next to the transactions then select
    Unapply Selected
    .
  • Notes.
     Use this tab to enter any notes about the payment transaction.
Balances
The application displays the balance of the current payment as well as the total open balance amount for the current customer.
Deposit Information
If this payment is part of a customer deposit, this section displays the description, bank account, and date for the deposit, as entered in the Enter Deposits screen. Once a payment has been deposited, you cannot void or delete it.

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