Applying Payments to Open Invoices

After entering the payment information, use the Cash Receipts window to apply cash to a customer's invoices.

To apply a payment to open invoices:

Enter the payment information.

Apply the cash to the receipt, as follows:

Note: When you use any of the options under the Apply menu, scroll down to view transactions on other pages that have received applied cash.

To...	Do this...
apply the cash and any discount amount to a specific invoice	Select the invoice and, in the Cash field, enter the amount of the cash to apply. Note: This field accepts negative amounts.
apply all outstanding credit transactions to the oldest outstanding debit	From the Apply menu, select Apply Credits.
apply the cash to the oldest open debit transactions until the full amount has been applied	From the Apply menu, select Apply Old.
apply the cash to the invoices in a specific aging bucket	From the Apply menu, select Apply Age to display the Choose Age prompt. Enter the age and click OK.
solicit recommendations from the system for which invoices to apply the cash to	From the Apply menu, select Auto Suggest. The Cash Receipts Auto Suggest window displays.
review which invoices a payment covers when more than one invoice is being paid. For example, you receive a payment for $1000. This payment covers and invoice for $400 and an invoice for $600. The system displays a notice that multiple cash receipts are created and the Related Information tab populates with the invoice and cash receipt information. You can double-click the payment to view more details.	Click the Related Information tab in the header. When the system recognizes, during the payment verification process, that there are multiple bill-to customers and splits the payments into multiple cash receipts, the related Cash Receipt ID display on this Related Information tab for later reference. Note: If your company uses lock box matching rules, when a single check comes in for paying order for unrelated bill-to accounts, then a single cash receipt is created for each bill-to account.

Review or edit the each invoice, as needed:

Column	Description
Invoice #*	A number that identifies the open invoice in the system. Deposits for the customer are indicated with DEP after the order number. For example, S1586733.DEP. Invoices for service charges include S/C after the order number. For example, S1586733.S/C. You can change the view to view customer PO number or release numbers using the View > Change View menu.
Status	A code that identifies the status of the invoice, for example, on hold. These user-defined codes are set up in the Valid Customer Invoice Status Codescontrol maintenance record.
Open Amount*	The amount of the invoice that the customer has not yet paid.
Disc Date*	The date by which the customer must pay the invoice to receive a discount.
Disc Avail*	The discount to which the customer is entitled if they send payment before the expiration date.
Discount	The amount of the available discount applied to the invoice. You can override this amount, if needed.
Freight*	The freight charge due based on the order invoice.
Handling*	The handling charge due based on the order invoice.
Tax	The sales tax due based on the order invoice.
Cash	The amount of the cash applied to the invoice. You can override this amount, if needed. The system will update this amount for any discounts or adjustments.
Balance*	The remaining open amount on the corresponding invoice after you have applied the discount, cash, and adjustment amounts.
Note	An icon displays in this field if the cash receipt has additional note information attached to it. Double-click the Note field to display the dialog box in which you can enter your note text. You can also access the note information for a cash receipt by selecting Invoice > Edit Note. If you are in view-only mode, you can view the note text, but cannot edit it.

The running totals of the Open Amount, Discount, Cash, and Balance columns display beneath those respective columns. See the More Options section for additional tasks for Cash Receipts.

From the File menu, select Exit. If applicable, check for anticipation credit. At the Save Changes prompt, click Yes to post the receipt.

Note: The system assigns cash receipts a 10-digit number prefixed with a C and suffixed with a three-digit generation of 001. Only one cash receipts generation is possible. The next sequential transaction number is stored in the Control file in the CASH.REC item. Never change this number unless instructed to do so by Eclipse personnel.