Add A/R Payment Screen

Look Up Information

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:

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

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

• 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.

Payment Type

Use the radio buttons to select a payment type between check and cash.

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.

Payment Date

Use to select the date upon which you want the payment applied.

Click here for more information about StaffSuite's calendar control.

Check/Cash Amount

Total amount of the check/cash payment.

Check Number

Check number on the payment check. If you selected Cash as the payment type, this field will be grayed out and may not be edited.

Check Date

Use to select the date that is listed on the check. If you selected Cash as the payment type, this field will be grayed out and may not be edited.

Description

Free-form allowing you to put a short note concerning the payment and/or distribution.

Payment Distribution Grid

This area shows all selected invoices (or general accounts) based on the criteria entered in the Look Up Information area. There are three distribution options. Use the radio buttons to select a method of applying the payment:

7. 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.

8. 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.

9. 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.  

For example, if you had the following 5 invoices, this is how the system would distribute a $1000 payment based on the above options.

You can edit the Payment Amt (Amount) and Payment Disc (Discount) fields on the grid if you want to edit the amounts dispersed by the system. You can also select/deselect individual invoices (general accounts).

The system will warn you if you try to save the A/R Payment with a negative or positive Amount to Disperse.

Click here for more information on the Payment Distribution grid.

Remaining to Disperse

Displays the amount remaining to be dispersed. This amount must be 0.00 before you can save the A/R Payment by clicking the Create New button.

This total changes automatically as you edit the Payment Amt column.

Ttl Payments

Displays the total amount applied to payments. In order for the Remaining to Disperse amount to equal 0.00, this field should equal the figure in the Check Amount (or Cash Amount) field.

Ttl Late Fees

 All late fees totalled from the entries in the Late Fee column. these fees are added to the Total Applied amount. This field cannot be edited.

Ttl Applied

Displays the total amount applied to the invoices (or general accounts) listed. The Total Applied equals the Total Payments plus the Total Discounts (which is the sum of the amounts listed in the Payment Disc column. This total would include any applicable late fees.

Clear Distribution

Click this button to reset all distribution amounts back to zero. This is useful for "starting over" when distributing amounts. This only clears distributions for the current A/R Payment.

Entered By

Displays the Staffing Service Rep name who entered this A/R Payment. It also shows the time and date that the payment was entered.

Delete

This button is inactive during the Add process. However, if you come back and edit the transaction, you can use this button to delete the transaction.

First Button: Moves you to the first A/R Payment record in the batch.

Previous Button: Moves you to the previous A/R Payment record in the batch.

Next Button: Moves you to the next A/R Payment record in the batch.

Last Button: Moves you to the last A/R Payment record in the batch.

Create New Button: Saves (or creates) the current record and displays a blank A/R Payment window for entry of a new transaction.

Batch Status

Displays the current batch status.

Possible Batch Statuses are:

• Available For Entry - Indicates that data can be added to the batch and is the default

• In Use - Indicates that someone else is using the batch

• Selected for Proofing - Indicates that someone has selected this batch to be proofed

• Proofed - Indicates that the batch has been proofed, but not posted

• Selected for Posting - Indicates that someone has selected this batch to be posted

• Posted - Indicates that the batch has been proofed and posted

Modified Date/Time

Displays the last date and time that the A/R Payment transaction was modified.

Corporation

Displays the corporation associated with this A/R Payments batch.

Posting Status

Displays the current posting status of the batch.

• A/R Payment Look-Up/Edit

• Delete A/R Payment