Applying Payments Received

The Allow Batchless AR Payments check box (in AR: Defaults) must be selected to allow payment processing without creating a batch through the AR Payment Wizard. If this check box is NOT selected, you cannot create payment records without going through the Payment Wizard. The Payments screen will be read-only. All fields related to the Payment record will be locked, except for the Lookup field. The outstanding invoices area will also be available if you are applying unapplied cash or creating an adjustment.

Use this procedure to apply payments received to an invoice in Accounts Receivable without creating a batch.

Preparation

You will need the following information to post each entry:

General Ledger Cash Account Number
Deposit Date
Payment Type
Customer Number
Check Number
Payment Amount
Invoice Number(s) being applied
Amount(s) being applied

To apply cash or checks:

On the WinTeam Main Menu, click Accounts Receivable, and then click Cash Posting.
Enter the Customer Number in the Customer field, or use the Lookup to locate the Customer Number.
Enter the Amount of the Payment.
Select the Payment Type.
Enter the Check / Payment #.
Select the Company Number.
Type or select the GL Cash Account where you will post the payments.
For more information on GL Cash Accounts, see Learning about Default Cash Accounts.
Enter a Deposit Date, or use the Date Control to select a date.
On the GL Cash Account field, type or select the account where you will post the payments. For more information on GL Cash Accounts, see Learning about Default Cash Accounts.
In the Deposit Date field, type the date when the payment will be deposited. After you select the GL Cash Account, the Deposit Ticket Total displays the running total of cash posted to that GL account. This amount resets to zero when you update the General Ledger.
In the Customer Number field, type or select the Customer number from the list. After you select or type the Customer number, the amount you are posting displays in the Amount Left box. This amount remains until you have completed posting the payment.
In the Payment Amount field, type the amount of the payment.
In the Payment Type field, type or select Check or Cash.
If you are applying payment in the form of a check, type the customer's check number in the Check Number field.
Note: The Check Number field does not display for a Payment Type of Cash.
Select the Apply? check box next to the invoice where you want to apply the payment. Once you click the Apply? check box, the payment moves from the Outstanding Invoices section to the Applied Invoices section. If the check amount you applied covers the entire invoice amount, the invoice information moves from the Outstanding Invoices list to the Applied Invoices list. If the check amount you applied does NOT cover the entire invoice amount, the invoice remains on both lists showing the amount paid and the amount remaining.