Customer Payments

Overview

Customer payments are recorded using Accounts Receivable payment transactions.  One payment may be applied to multiple invoices, debit memos and overdue charges.

Process

Navigation: Receivables > Transactions > Payments and Applications OR Select the ‘New Payment’ icon. 

Invoice Header

1. In the Type box, select Payment.
2. The Reference Nbr <NEW> will be automatically generated by the system when the payment is completed.
3. Check the date in the Application Date box.  This box should display the current date, but another date can be selected if needed.      
   1.  NOTE:  The system uses this date as the Payment Date on the Financial Details when the payment is released.
4. Payment Reference should be external reference number entered manually, such as the customer check number or date of ACH payment.
5. Select a Customer. The system uses the customer profile as a source to fill in default values for the location, payment method, cash account and other customer-related settings. Any of these defaults can be changed for this payment.
6. Verify the Payment Method and Cash Account (Clearing/Undeposited Funds Account) are correct.
7. Enter a description (optional).
8. Enter the Payment Amount which should be the total amount paid.

Invoice Detail

Acumatica will display open invoices in the bottom section named "Documents to Apply' section.

NOTE: If invoices do not appear, there could be too many open invoices to list.  Select ‘Load Documents’ which will open a box that will provide filtering options to choose which invoices to display.

1. Select the invoices that should have the payment applied by checking the box on the left side.  Selecting the checkbox will automatically set the 'Amount Paid' column to be the balance of the invoice.  When the payment amount does not equal the invoice amount, the following options can be used to correctly apply the payment to each invoice line.
   1. Payment amount equals the full amount of the invoice.
   2. Invoice is short paid and the remaining balance will be available for future payment.
   3. Cash discount is taken on the invoice payment prior to the Cash Discout date.
   4. Invoice is short paid and the remaining balance of the invoice is written off.

2. As invoices are selected and amounts paid are adjusted, Acumatica will keep a running total of the amounts in the 'Applied to Documents' box in the upper right side of the screen.
3. When the 'Payment Amount' equals the 'Applied to Documents' amount then click save.
4. When ready to post, payments can be released individually using the 'Release' button, or all payments released at once using the 'Release AR Documents' process (steps outlined below). 

Release AR Documents

This process can be used to post any Accounts Receivable 'Balanced' (unposted) documents such as invoices, payments or credit memos.

Navigation:  Receivables > Processes > Release AR Documents

1. Select the documents to release by checking in the selection box. 
2. Click ‘Release’.
   1. This will release the selected Accounts Receivable documents, change their status to Open, and post directly to the AR and GL modules.
   2. Note, if “Release All” is selected, then Acumatica will release ALL documents listed whether selected with a check box or not.  It is recommended to not get in the habit of using this to avoid releasing documents unintentionally.
3. Acumatica will display the progress of the released documents and show the number of successful transactions and any errors.