Apply Credits

The Apply Credits feature allows you to apply credits to invoices and jobs. This feature can be found on the Accounts Receivable (A/R) screen. To apply a credit, go to the grid located on the appropriate client's A/R screen, then right click and select Post Checks from the menu box. This will open the Apply Payments/Credits window. You can also access the Apply Payments/Credits window by going to Utilities ->A/R ->Post Checks under on the top menu.


The Apply Payments/Credits window contains the following fields:

Client:	This is the client from whom the payment or credit has come. While this field defaults to the client you were on when you opened this window, the corresponding Select button opens a window containing a list of clients from which you can choose. The list can be switched to display clients by their names, addresses or client numbers by clicking on the corresponding radio buttons located at the bottom of the Select Client window. You can use "type-searching" to find the client you are looking for by simply typing the first few letters of that client's name/address/number in the field above the list. @Quote Plus 32 will automatically locate the ones that match what you have typed. Once the client has been selected, the corresponding Client Number will populate the field next to the Select button.
Existing Credits:	The credit balance of the client, if any.
Apply:	Choose to apply a Payment or a Credit. Note you will only have the option to apply a credit (and see the corresponding list of open credits) if there is an existing credit balance. Note that the screen view below the Apply field will change depending on your choice.

Choosing to apply a Credit will give you a screen view with two grids. The top grid contains list of the available credits and includes the following fields:

Received:	The date of the payment from which the credit came.
Check #:	The check number that corresponds to the payment from which credit came.
Amount:	The amount of the credit. This is the amount available to be applied. The total of all amounts matches the amount in the Exiting Credits field.
Note:	This is an editable field for you to add an optional note regarding the Credit (e.g., "Overpayment" or "Only Apply to ______").
Apply to:	This field is located between the top grid and the bottom grid. It contains the name of the client you want to apply the credit to. Like the Apply to field discussed above under Apply Payments, this Apply to field will default to the client with the credit; however, you can select a different "Apply to" client using the Select button. In addition, the Client Number that corresponds to the Apply to client will populate the field to the right of the Select button, and upon clicking on any the field in the bottom grid, the Job Name that corresponds to the selected field will populate the field to the right of the Client Number.

The bottom grid lists all the "Apply to" client's invoiced jobs that have an outstanding balance. It contains the following fields:

Date:	The invoice date.
Job #:	The job number. It is also the invoice number.
Note:	The corresponding Phase Name.
Total:	The total amount invoiced.
R:	Retainage. This column lets you know at a glance whether or not the outstanding invoice balance is retainage. If the R column is marked "Y", this balance will be noted as retainage on the A/R Aging reports. You can change the job's retainage designation when applying payments and credits but not when applying adjustments.
Balance:	The unpaid balance of the invoice.
Payment:	Click on this field to apply a credit. You can apply the credit to one or more of the listed invoices or jobs. Upon entering and saving the credit amount(s), click the Accept button. Before the credit is applied, you will be asked if you are sure you wish to apply the charges. Select Yes and the credit will be applied in the system. If you select No, the credit will not be applied. If you are applying only part of the Existing Credits balance, you will be advised that, "The remainder will be applied as a credit to the (Crediting) client's account."

Choosing to apply a Credit will give you a screen view with the following buttons:

Accept:	Use this button to apply credits.
Clear:	Use this button to clear any credit entries you have made.
Apply:	The Apply button works like the Pay Off button in the Apply Payments screen. When clicking on any of the fields within bottom grid, this button will light up if the balance for the selected job is less than or equal to the Existing Credits balance. Clicking on the button will fill in the Payment field with the amount required to pay that job off.
Invs:	Clicking on this button will show you the list of open invoices for the selected Apply to client.
Jobs:	Click on this button to show open jobs for the client. You can then apply the credit to an open job as a deposit. Once that job is invoiced, the deposit will automatically be converted to a payment and credited against the invoice balance.
Cancel:	This button allows you to exit the Apply Credits screen without making any changes.

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