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. 

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 can be a system-generated number or it can be an external reference number entered manually.
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.
9.  Acumatica will display open invoices.
   1. NOTE: If no invoices appear under ‘Documents to Apply’, 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.
10. Select the invoices that should have the payment applied by checking the box.
11. If the amount to be applied to an ivoice is different than the balance, the 'Amount Paid' can be maually adjusted. This will also adjust the 'Balance' remaining on the invoice.
12. As invoices are selected and amounts paid are adjustied, Acumatica will keep a running total of the amounts 'Applied to Doc' in the upper right side of the screen.
13. When the total amount has been applied, click Save.
14. Payments can be 'Released' individually, or all payments at once using the 'Release AR Documents' procee (steps outlined below).
    1. NOTE: Releasing the payment posts the payment to the invoices and posts the financial transactions. 

Release AR Documents

This process can be used to release all or selected ready-to-be-released (Balanced) documents and unreleased applications of open payments and 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 posts directly to the General Ledger.
   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.