Taking a Customer Payment

From the customer accounts receivable screen, select Pay from the toolbar. The customer payment screen will then appear.

(Click on any field below for context-sensitive help)

Click on the radio button for the correct payment method - Check, Credit Card, or Cash.  (Check is automatically selected for you.)

Type in the amount the customer is paying and press [Enter].  If applicable, enter their check number and press [Enter]. The description will automatically fill in for you with the payment method and amount.  It is recommended that you leave it as is; however, you may change it if necessary.

Once you have entered an amount, the remaining to apply will appear in the lower, right-hand corner.  This is the amount of the payment that is remaining to apply to the open invoices.

Selecting Invoices to Pay

To select invoices to pay, simply double-click them in the grid.  You may also use your arrow keys or [PgUp]/[PgDn] to move around the grid, pressing [Enter] on any row will select it to pay. As you select invoices, the first column will indicate a 'Y' and the amount to pay will automatically default to the balance due on the invoice.  The remaining to apply will also automatically be adjusted.

If at any point, the remaining to apply is less than the balance due on an invoice you have selected, the remaining to apply will be applied as a partial payment against that invoice.

Once you have applied the entire payment to the correct invoices and remaining to apply is at 0.00, click Ok to process the payment.

Applying on Account

If when you click Ok, there is any amount in the Remaining to Apply, a warning box will appear asking if you want to apply the amount on account.  If you made a mistake and simply need to correct it, select No and you will return to the payment grid when you can make any necessary adjustments.  If, however, you do want the amount written generically to their account, select Yes.  Any selected invoices will be paid as normal, however, an additional record will be added for the remaining amount, using YEARMMDD for the invoice number.  

Credit Card Payments

If the customer is making a payment by credit card, you will be prompted for the credit card processing information after you press Ok. If you are using approved credit card software, the processing will occur at this time.  If you get an approval, the payment will simply complete as normal.  If you get a decline message, you will return to the payment screen where you can (1) try the card again; (2) try another card; (3) cancel the payment by clicking the Cancel button.  If you cancel out, none of the information you entered will be saved.