Customer Payments

Use this to receive payments for invoices created from the sales/invoicing window. These will be from customers as defined in the Customer Information. This is not used to receive payments from well owners for well deficits.

Customer ID
The customer ID of the customer from which you're receiving the payment. The customer ID can be chosen from a list by typing it in, pressing the F2 key or by clicking on the Customer ID button. Once the customer ID has been entered, all outstanding invoices for this customer will be brought into the list box at the bottom of the window.

Group Deposits/Deposit To
The account to deposit to will default to the cash account entered in the A/R Options . You can choose another cash account by selecting another one from the dropdown list. If you choose Deposit to, it will deposit it in this account. Choosing group deposit will change the cash account to be your Undeposited Funds account, specified in G/L Options. If a deposit is grouped, it can be combined later with other cash receipts on the Make Deposits to create one larger deposit.

Payment Date
The date the payment is received. To default to the current date, press enter or tab.

Amount
Enter the amount of the payment. If the payment amount exactly matches an outstanding invoice, the system will automatically apply the payment to that invoice.

Check No.
Enter the check number of the check that you are receiving.

Balance
This contains the total of the customer's outstanding balance.

Amount Applied
This displays the amount of the payment that has been applied to invoices.

Unapplied Amount
This displays the amount of the payment that has not been applied to the customer's outstanding invoices.

When you enter the amount received, it will automatically apply the money to the invoices below. If you wish to divide up the payment differently than what the system calculated, you can overtype the amount to be paid for each invoice within the Payment column highlighted in yellow.

Date
The date of the outstanding invoice.

Number
The invoice number of the outstanding invoice.

Disc Avail
If there is a discount available for this invoice the amount will display here.

Disc Taken
If there is a discount available, enter the amount of the discount you are applying. The amount entered here is the amount that will post to the Discounts Allowed account that you set up in the Accounts Receivable Preferences under the Edit menu.

Orig Total
The original balance of this invoice.

Balance
The current balance of the outstanding invoice.

Payment
Enter the amount of the payment that applies to this invoice. After entering, the amount will be applied to the invoice and the Applied and Unapplied amounts above will change accordingly.
When the full amount of the payment has been applied, press the Save button in the toolbar.

Credit Memos
When an amount is entered in the receive customer payments that is larger than the total outstanding invoices for the customer, the system will ask if you want to create a credit memo for the difference. (You must first apply all that can be applied to the outstanding invoices)

A credit memo can then be applied to a new invoice in the receive customer payments by applying the credit as a (-) negative amount to itself and then by applying the amount of the credit to the outstanding invoice.