Add A/R Payment allows you to record payments received from a client and apply the payment to an invoice or a general account. Since StaffSuite uses an open item accounts receivable system, these payments are entered according to the invoice number, general account number, or by company.

Payments can be applied to invoices with the following attributes:

• Invoice has gone through the update process

• Invoice's corporation matches the batch's corporation

Payments can be applied to general accounts with the following attributes:

• General Account exists

• General Account's corporation matches the batch's corporation

Adding an A/ R Payment

1. From the PayBill ribbon, click Add and then A/R Payment.

2. If an A/R Payment batch is not in currency, the Batch Control Look Up displays. Enter data, if needed, and click OK. Select a batch from the Main Grid. Click Begin Entry. If a batch is in currency, you will be taken directly to the A/R Payment Add window.

3. Use the radio buttons to decide whether you want to apply this payment to a company in general, to a specific invoice, or to a general account:

4. If you want to apply it to a company, click the Radio button beside the Company Name field

5. If you want to apply it to an invoice, click the Radio button beside the Invoice Number field

6. If you want to apply it to a general account, click the Radio button beside the General Account field

Fields enable/disable depending on the option you choose:

• If you select company, you can either enter the company name in the Company Name field, enter the company number in the Company # field, or click the button to open the Look Up Company window

• If you select invoice, you can enter the invoice number or click the button to open the Invoice Number Look Up window

• if you select general account, you can enter the general account number or click the to open the General Account Look Up window

Click here for more information on the Look Up Company window.

Click here for more information on the Invoice Number Look Up window.

Click here for more information on the General Account Look Up window.

4. Once the company, invoice, or general account has been selected, use the radio buttons to select a payment type between check or cash. NOTE: While Lockbox Import is not selectable here, it will automatically be selected if this payment is a result of a payment import. Lockbox Import allows you to import a file from your bank containing information about invoice payments received by the bank. These payments are then automatically applied to the appropriate account. If the payment you are viewing resulted from an import file, the Lockbox Import option will be selected automatically.

5. In the Payment Date field, click to select a date to apply the payment. This defaults to the batch payment date, but can be changed.

For more information on using StaffSuite's calendar control, click here.

6. In the Check Amount (or Cash Amount) field, enter the total amount of the check (or cash) being applied.

7. In the Check Number field, enter the check number you are applying. If the payment is made in cash, this field will be grayed out and may not be edited.

8. In the Check Date  field, use to select the date as it is listed on the check. If the payment is made in cash, this field will be grayed out and many not be edited.

For more information on using StaffSuite's calendar control, click here.

9. In the Description field, enter any free-form notes concerning the payment (optional).

10. The Payment Distribution grid shows all invoices (or general accounts) selected based on the criteria entered in the Look Up Information section of the window. Use the radio buttons to select a method of applying the payment:

11. Select: Allows you to choose specific invoices/amounts to be paid. To select an invoice (or general account) for payment, click the check box in the first column of the row containing the invoice (or general account) to which you want to apply this payment. The system will apply as much of the payment as possible to the invoice (up to the total amount of the invoice). If you wish, you may edit the data in the Payment Amt (Amount) and Payment Disc (Discount) columns. The Remaining to Disperse, Total Payments, and Total Applied fields automatically update to help you balance your amounts.

12. Oldest to Newest: The system automatically applies the payment starting with the oldest invoices and working to the newest invoices. If the oldest invoice can be completely paid off by the payment, the system will do so and then apply whatever is left to the next oldest payment. This continues until all the invoices are paid off or the payment amount runs out. You can edit the Payment Amt and Payment Disc columns after the system's automatic dispersal. You can also select/deselect invoices as needed.

13. Newest to Oldest: The system automatically applies the payment starting with the newest invoices and working to the oldest invoices. If the newest invoice can be completely paid off by the payment, the system will do so and then apply whatever is left to the next newest payment. This continues until all the invoices are paid off or the payment amount runs out. You can edit the Payment Amt and Payment Disc columns after the system's automatic dispersal. You can also select/deselect invoices as needed.

You can click to remove all distributions amounts, allowing you to "start over".

For more information about the Payment Distribution Grid, click here.

11. When you are satisfied with the information you have entered, click the button to save the A/R Payment transaction.

DON'T FORGET!!! You need to proof and post the batch containing the A/R Payment before the system will apply it to the invoice or general account.

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