Payment Entry � Applying Prepayments and Credit Notes

Use the Payment Entry detail grid to:

• Apply new payments to outstanding transactions.
• Apply previously posted prepayments and credit notes.
• Change unposted payment applications.
• Enter adjustments to invoices, credit notes, or debit notes (if you use the Allow Adjustments In Payment Batch option).
• View the history of applications to a document.

To apply the prepayment or credit note

1. Enter the Document number of the prepayment or credit note you want to apply, or choose it from the Finder.

Accounts Payable will display the amount that you can apply in the Unapplied Amount field.

2. If you use optional fields and you want to view or edit any payment optional fields automatically assigned to this transaction, click the Zoom button () beside the Optional Fields indicator.

A separate Optional Fields form appears, letting you edit or delete the optional fields assigned to this transaction. You an also assign different payment optional fields.

3. Select the mode  � Select or Direct.  

If using Select Mode,

• Select:

• The document type (All, Invoice, Credit Note, Debit Note).
• The order (Document Number, Purchase Order Number, Due Date, Order Number, Document Date, Balance Due).
• An optional starting number, balance, or date.

• Choose Go to display the vendor's open documents of the selected type.

4. Double click in the Apply column to select Yes for each document to which you want to apply the payment. To partially pay a document, type the amount to apply in the Applied Amount column.

You cannot apply more than the total amount of the payment. You can post the transaction without fully applying the prepayment or credit note, leaving some to be applied at a later date.

5. When finished, choose Save to apply the prepayment or credit note.

To cancel the application, choose Close or select another entry number, then choose No at the message that appears asking whether you want to save your changes.

For an overview of payment entry, see Processing payments.

For full instructions on adding payments, see Steps for entering and applying payments.

Click the links below for additional help on using the corresponding buttons:

 

To see the history of an invoice (all documents applied previously)

1. Highlight the invoice in the list at the bottom of the screen, then enter Yes in the Apply column for the line.
2. Click the History button.

The History form provides the following information on each document applied to the selected invoice:

• Transaction type
• Check/document number
• Transaction date
• Applied amount
• Transaction description
• Payer vendor number and name

3. Click Close to return to the Payment Detail form.

 

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