Apply Payments

The Apply Payments feature allows you to post payments. This feature can be found on the Accounts Receivable (A/R) screen. To post a payment, 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 Payment will give you a screen view with the following fields:

Date:	Date of the transaction. This is the date that will appear on the Deposit Slip report and the A/R register for the client.
Batch:	Allows you to break out the Deposit Slip report by batch. It is used, for example, to differentiate between morning and afternoon deposits on a given date. Note that you may enter either numbers or characters in the Batch field.
Check #:	Allows you to provide the check number for reference purposes. (Recommended)
Ck Amount:	The dollar amount of the payment you are applying.
Remaining:	This tracks the unapplied balance of the check you posted. After you enter the check amount and click on another field, the Remaining field will become populated. As you apply the payment, this amount will be reduced by the amount applied.

You can apply all, part or none of the payment. If you do not want to apply the payment at this time, just hit the Accept button. Select Yes when asked "Are you sure you wish to apply these changes?" You will then receive a message that "The remainder will be applied as a credit to this client's account." Click OK. The payment amount will become a credit for the client who made the payment. If you want to apply the payment to another client's invoices, see Apply to, below.

Apply to:

This is the client to whom you wish to apply the payment. @Quote Plus 32 has been designed so that you can apply payments from one client (selected at the top) to the open invoices or jobs of another client (selected here). This allows you to break up large clients into several smaller ones and still properly apply the payments from one client to another's invoices. The Apply to field will default to the client selected at the top of the Post Payments/Credits screen. This is because 90% of the time the payments will be applied to that client's invoices. Use the Select button to apply the payment to a different client. As with the Select (Client) button, the corresponding Select (Apply to) button opens a list of clients from which you can choose. Note that the Client Number corresponding to the selected "Apply to" client will populate the field to the right of the Select (Apply to) button. In addition, upon clicking on any open invoice line in the "Apply to" grid, the Job Name that corresponds to that field will populate the field to the right of the Client Number.

Upon selecting an "Apply to" client, the grid beneath will display all that client's open invoices. The grid contains the following fields and buttons:

Date:	The invoice date.
Job #:	The job/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 balance. If the R column is marked "Y", this balance will be noted as retainage on the A/R Aging reports. Note that you can change the job's retainage designation when applying both payments and credits, and you do not have to click Accept -- these changes are automatically saved as you make them.
Balance:	The unpaid balance for the invoice.
Payment:	Click on this field to apply a payment. Enter the amount(s) you wish to apply, then click the Accept button. Before the payment(s) are applied, you will be asked "Are you sure you wish to apply these charges?". Select Yes and the payment(s) will be applied in the system. Note that if you are not applying the full payment to open jobs or invoices, you will be advised that "The remainder will be applied as a credit to this client's account."

Accept:	Use this button to apply the payments to the specified open invoices and/or jobs.
Clear:	Use this button to clear any payment entries you have made.
Pay off:	When clicking on any of the fields within the "Apply to" grid, this button will light up if the balance for the selected job is less than or equal to the Remaining balance of the check. The button will fill in the Payment field with the amount required to pay that invoice off.
Invs:	Clicking on this button brings you back to the grid listing open invoices (white background, this is the default when you first bring up the Post Checks screen) from the "open jobs" grid below.
Jobs:	Click on this button to show open jobs for the client (blue background) by job and phase. You can then apply payments to an open job/phase as a deposit. Once that job is invoiced, the deposit will automatically be converted to a payment and posted against the invoice balance.
Cancel:	This button allows you to exit the Apply Payments screen without making any changes.

Home | Networking | Custom Programming | Web Hosting & Design | Other Services | About Us
@Quote Plus | Load Tracker | Education & Training
Knowledgebase | Information Request

HERO Data Services, 2 Sunshine Drive, Amherst, NY, 14228    Phone: 716.833.1685

This site is best viewed with IE or NS version 4 or later, 800x600 resolution, and 16-bit or higher color.
All material Copyright © 1994-2002 HERO Data Services. All rights reserved.