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Reference Guide

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Payment Type Entry Screens (CSR Menu)
 
General Purpose: This reference page covers several accounts receivable post type transaction processes. Cash Receipts (payments), Credit Memo, Write-Offs and Apply Credit's. They all use the same post entry screens. Each option activates fields and options that fits the process being performed. Ex: the Purpose Field is made active when posting a Credit Memo but not when posting a payment.
 
Access Menu:  (start form Main Menu Screen)

  • File

  • CSR Menu

  • Activated for Payments, Credit Memo, Write-Offs or Apply Credit's.  see CSR Menu
 
Post CASH / MEMO / WRITEOFF....
Main Entry Screen Section
 
 
Billing Address:
  • Company name.
  • Address line 1
  • Address line 2
  • City , State and Zip
  • Note: defaults from customer billing account.
Post Transaction...
Post Date, post date for this posting. (default is today's date)
Active Only When:
  • All processes.
  • Note: after 1st time in, defaults to last entry.
  • Note: date must be greater than last close period date.
Ref/Check, reference or check number of this posting. (to help ID this posting)
Active Only When:
  • Posting Cash Receipts. (payments)
  • Posting Credit Memos.
  • Posting Write-Offs.
  • Note: this field is recorded with transaction and if very helpful to ID this posting.
Amount, dollar amount of posting. (defaults from open balance)
Active Only When:
  • Posting Cash Receipts. (payments)
  • Posting Credit Memos.
  • Posting Write-Offs.
  • Note: this entry must be greater than zero. (positive numeric value)
Payment Type, select one of three payment types.
  • Cash/Check posting is Cash or a Check.
  • Charge Card posting is a Charge Card (credit card)
  • Credit MEMO posting is a Credit Memo.
  • Write-Off posting is a Write-Off (only for Write-Off postings)
Active Only When:
  • Posting Cash Receipts. (payments) (all three choices)
  • Posting Credit Memos. (defaults to Credit MEMO, only choice)
  • Posting Write-Offs. (defaults to Write-Off, only choice)
  • Note: selecting Credit MEMO during Cash Receipts is equivalent to posting a Credit Memo.
Credit Memo/WriteOff Purpose, purpose note. (default blank)
Active Only When:
  • Posting Cash Receipts. (Only if Credit Memo Type is selected)
  • Posting Credit Memos.
  • Posting Write-Offs.
  • Note: this field is recorded with transaction and if very helpful to ID this posting.
AR Balance Fields...
Note: same as customer file maintenance General Tab screen.
  • AR Balance, current account balance for this customer.
  • Open AR's, current open invoices for this customer.
  • Open Credit's, current open credits for this customer.
Apply Selection....
Apply Button, opens the detail Apply window and activates the Save button..
  • Tip: remove late charges before posting payments. learn more...
Active Only When:
Apply to Open Invoice:

  • Highlight the open invoice you wish to apply payment to.

  • Then select the Apply button.

  • Note: If no open invoices exist, selecting the Apply button will activate a Credit posting.
UnApplied, remaining payment balance of this posting.

  • This value decreases as you apply to open invoices.
Note: As you apply to each open invoice, it's removed from this table as they are closed.
Note: The idea is to apply to each open invoice until the total payment amount has be exhausted or all open invoices have been closed. In that case the Apply button will no longer be available. Any payment value left will be posted as a Credit.
 
Command Buttons
Save, select this to save this posting.
Active Only When:

  • Apply button as been selected at least once.
Quit, select this to Quit without posting any changes made while in this session.
 
Apply To Invoice Section
 
Note: this is activated by selecting the Apply button from above.
 
Purpose: This basically allows the user to apply part or all of this payment to any open invoice. This process is broken down into two apply options, Full Sale or Cash Discount. You can choose one or the other not both.
 
Full Sale Section, select this section if no cash discount is involved.
  • Sub Total: not changeable.
  • Sales Tax: not changeable.
  • Shipping: not changeable.
  • Total Sale: not changeable.
  • Late Charges: not changeable.
  • Total Balance: not changeable.
Apply Amount:
  • Enter the lesser amount you wish to apply to this full invoice balance.
  • Note: defaults from UnApplied Amount (remaining payment balance)
  • Note: NOT available during Write-Off
  • Tip: Leaving Apply Amount Value as is; applies up to the Total Balance value automatically.
  • Ex: pressing the Apply button will automatically apply $925.85 to this invoice.
  • Tip: Only make change if you wish to apply less than total balance value.
Apply Button
  • Select this to apply from the Apply Amount value to the Total Balance of this invoice.
  • Note: Cash Discounts are ignored for this option.
  • Note: This button is always made available.
  • Tip: If no Apply Amount changes is required; just click this button. It will apply from the remaining payment balance automatically up to the total balance of invoice.
Cash Discount Section, select this section if cash discount is involved.
  • Terms: not changeable.
  • Pay By: discount day cut-off, not changeable.
  • Disc Balance: not changeable.
Apply Amount:
  • Even though this field is not displayed in this section, it still applies from that value.
  • Enter the lesser amount you wish to apply to this discounted invoice balance.
  • Tip: changing this Value to a lesser value than Disc Balance is the equivalent of the Full Sale section. In other words; Cash Discounts are only applied if it's completely paid.
  • Tip: Leaving Apply Amount Value as is; applies up to the Disc Balance value automatically.
  • Ex: pressing the Apply button will automatically apply $819.08 to this invoice.
  • Tip: For lesser value, use Full Sale section above.
Apply Button
  • Select this to apply from the Apply Amount value to the Disc Balance of this invoice.
  • Tip: If no Apply Amount changes is required; just click this button. It will apply from the remaining payment balance automatically up to the disc balance of invoice.
Note: This button is always made available. But will only allow a valid selection.
  • Discount Balance must be greater than Zero.
  • Discount must be turned on for this invoice.
  • Will not allow if Late Charges have been appended to this invoice.
  • Discount Date should be within range, allows user to continue.
Command Buttons
 
Apply, select the Apply button that applies to your selection. Full Sale or Cash Discount.
 
Quit, select this to Quit without applying any value to this invoice.
 
 
Tips:
 
To post a Credit without applying to open invoices.
  • After payment and type entry section.
  • Select the Apply button.
  • Then select Quit from the Apply To Invoice screen.
  • This will trigger the Save button..
  • Select Save and system will post a Credit.
Any time after the Save button is activated.
  • You can select it to Save at any point, a Credit is posted for any amount left.
  • All applied invoices during this session is saved.
 

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