You can record payments you receive for customer invoices on the Payments screen.
From this screen, you can enter new payments, review, edit, void, or delete existing payments or open invoices for a customer, enter a discount or write off an invoice, attach a receipt to a payment record, or open the Payments List to review a list of all payments recorded.
Note: You can also record customer payments on the Cash Receipts screen, which allows you to keep a record of your deposit slips. Payments clients have uploaded from the Mobile Upload application are only available on the Cash Receipts screen.
To record a customer payment:
1. Select Payments from the Sales menu to open the Payments screen.
2. (Optional) Click the List button to open the Payments List, to view all payments from a specific customer or all customers within a specified date range.
3. Enter the name of a specific customer in the Enter Customer field, or click the Recent Payments button and select a payment to open for review or editing.
The Payment Details fields appear on the screen, and information about existing payments and open invoices for the customer appears in the Payments table.
If you selected a specific payment from the Recent Payments drop-down list or the Payments List, the table displays the selected payment and all open invoices. If you entered a customer's name in the Enter Customer field, only open invoices appear in the table.
Columns in the table identify the Invoice #, Date, and Due Date, the amount of the invoice, and the amount due.
4. (Optional) Enter notes or other information about the payment in the Notes field.
5. Enter or verify the date of the payment in the Date field.
By default, the Date field displays the current date for new payments. If you selected a specific payment from the Recent Payments list, the date of that payment appears in the Date field.
This field is required.
6. Specify or verify the number of the check on which the payment was made or another reference number in the Reference/Check # field.
You can enter the number of the customer's check or you can enter a deposit slip number to combine all transactions using the deposit slip number for bank reconciliation purposes.
This field is required.
7. Use the Receipt Type field to specify the method of payment.
You can specify Cash, Check, Credit Card, or ACH Transfer.
8. Enter or verify the total paid in the Amount field.
Note: This field is not required, since you can use the Payments screen to apply a discount to an invoice or to write off an amount without recording a payment amount.
The total you enter is automatically applied to the oldest open invoice, and any remaining balance is applied to the next-oldest invoice until the balance is fully allocated. You can adjust the amount in the Payment column of the table to allocate the payment differently, if necessary.
If the customer does not have any open invoices, the payment is labeled Deposit in the Invoice # column and is treated as an advance deposit that can be applied to any invoice you later generate for this customer.
9. Select Write Off or Discount from the drop-down list and enter an amount in the Write Off/Discount columns to write off the invoice, in whole or part, or to enter a discount for the invoice when recording the payment.
The amount in the Balance Left column is automatically adjusted to reflect the figures you entered in the Payment and Write Off/Discount columns.
10. Select the account for this payment from the Cash Account drop-down list.
By default, the primary account you specified when setting up bank information is selected, but you can select another account, if necessary.
Note: You can enter an undeposited payment and record the deposit later, if you have set up a current assets account linked to the category Undeposited Funds. To do so, enter the payment on the Payment screen and select the Undeposited Funds account from the Cash Account list, then record the deposit later from the Cash Receipts screen.
11. Click Save to save your entries, and click Add to enter a new payment, or click Attach to save an image of the check or other documentation with the record of the payment.
You can also click List, to open the Payments List to review recorded payments made to the active client.