If you receive a payment for which no open invoice is an exact match, you can use the Cash Receipts Auto Suggest window to have the system suggest invoices for cash application. The auto suggest program looks for an exact match, and, if it does not find one, it looks for a combination of invoices that match the payment amount, beginning with the oldest invoices. If the system does not find an exact match, it stores the remaining payment amount as unapplied cash.
To apply cash to suggested invoices:
From the A/R menu, select Cash Receipts to display the Cash Receipts window.
From the Apply menu, select Auto Suggest to display the Cash Receipts Auto Suggest window.
The system displays the current amount you have entered for the Payment Amount and Unapplied Amount fields on the main Cash Receipts window.
Select or deselect the following check boxes, as needed:
Use Credits - Suggests invoice matches for all of the customer's outstanding credit/unapplied cash transactions.
Use Discounts - Includes discount amounts when suggesting invoice matches.
Click Advanced to display the Cash Receipts Auto Suggest window.
In the Enter accuracy percentage field, enter a number that represents how accurate you want the system to be when suggesting invoice matches. To match exact invoice amounts, type 100.
Select or deselect the following check boxes in the Include Ages area, as needed:
Future - Includes the part of the customer's balance that is due but that has not yet appeared on a statement.
Current - Includes the part of the customer's balance that you have billed and that is due in the current period.
31-60 - Includes the part of the customer's balance that is between 31 and 60 days overdue.
61-90 - Includes the part of the customer's balance that is between 61 and 90 days overdue.
91-120 - Includes the part of the customer's balance that is between 91 and 120 days overdue.
Over 120 - Includes the part of the customer's balance that is over 120 days overdue.
Select or deselect the Use Unapplied Amount check box, as needed.
If you select the check box, the system uses the amount in the Unapplied Amount window on the Cash Receipts Auto Suggest window.
If you deselect the check box, the system uses the amount in the Amount field on the Cash Receipts window.
Click OK to return to the Cash Receipts Auto Suggest window.
Click Update to run the selection program. The suggested invoices display.
Click Apply to apply the cash to the invoices and return to the Cash Receipts window.
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