PAYMENT POST

 

 

 

 

DESCRIPTION:  Payment Post is used to apply payment to invoices and designate how the payment will be distributed.  Prepayments for invoices that have not yet been issued can also be posted.  NOTE:  Do NOT use this program if you are receiving cash for an item not billed, or not going to be billed.  For example, if a person walks in and gets a permit or a vendor sends you a refund check.  You would use the CASH RECEIPTING menu item for this item.

 

Thoughts to keep in mind:  Notice that the following detail postings are to a Customer, an Invoice and, finally, to a Bill Code. This detail is the real information that’s being posted to in the general ledger transactions database. The Source of Entry is ARP, and the source of entry types (not visible here) are AR for the credit to accounts receivable (as defined by the Bill Code) and BNK for the debit to the Bank Account (as defined by this Fund’s Cash Account).

 

 

 

To access:  Click on the Customers module  then click on the Payment Post menu item.   

 

The following window will appear:

 

 

 

The default information will be set to open a new journal showing the current date in the Effective Date field (you can change this date by entering in a new date or by using the calendar button to enter a new date); the Accounts Receivable Post (ARP) in the Source of Entry field; and the next available Journal Number.  If you are editing an existing Journal, you can click on the folder button to find the appropriate Journal Number.  Click OK to create or retrieve a Journal.

 

The following window will appear:

 

 

 

To post a payment, make sure you are on the Receipts Tab (the default).  Click the New button.

 

Select the appropriate Customer Code from the drop down list.  NOTE:  If your customer sends you a change of address with their payment, you can click on the blue maintenance button next to the Customer Code field to enter the new address.

 

Enter the total Amount of the payment you are receiving.  NOTE:  Pro Fund Accounting may default to the total amount outstanding.  Please pay attention to this field and make sure you have the right amount entered.

 

Enter the payment Check # if applicable, or type the word CASH.

 

If you need to post the payment to an account that is different from the Bill Codes, select it in the Override Cash Account field by using the drop down list.

 

If the payment has a receipt number already associated with it, enter it in the Reference # field.

 

Now, select how the payment is to be applied (one of three ways):

1.  Pay All Invoices this Customer - Click this button if the payment is to be applied to all open invoices on the customer's account.

2.  Select Invoices to Pay - Click this button to use the payment for a specific invoice or to apply a partial payment.  Select an invoice in the list to pay and click the Pay All Line Items on this Invoice button to pay the full amount of the invoice.  To apply a partial payment, click the Select Line Items to Pay button.  Select a line item by clicking on that line.  The line will be highlighted by turning a different color.  Enter the Amount to Pay on this Line Item.  A note about Line Items:  A Line Item on the Invoice is not exactly the Line Item you will see in this dialog.  If, on the invoice, more than one Line Item has the SAME Bill Code, these will be combined and you will see only one Line Item for posting payments.  Since they have the same Bill Code (and, thus, the same debit and credit account numbers), payments do not have to be spread to the real Invoice Line Items.  Click the Pay This Line Item button for this Line Item to be paid.  There is an option to write off the remaining amount of an invoice item by clicking the Write Off Remaining Amt button.  This is useful if you are waiving a late fee or other type of fee.

3.  Prepayment (no invoice) - Click this button if the payment is being received for a future invoice.  BEFORE you click on the Prepayment button, MAKE SURE YOU HAVE ENTERED A DOLLAR AMOUNT IN THE Amount FIELD, A Check # (or type the word CASH), and any other necessary information.  Select from the drop down list the Bill Code for the future invoice to be paid.  Click OK.  A confirmation window will appear:  This will post and save a prepayment.  Okay?  Click OK.

 

As you select invoices and invoice items to pay, you can see in the Payment Information box how much of the payment has been posted and how much is remaining.

 

When you are finished posting payments to invoices, click the Commit button to commit the Journal.  Enter a Journal Description and click OK.  A confirmation window will appear:  This Journal was successfully committed to the transaction table (GLTrans).  Click OK to finish posting payments.

 

Click the Done button to close the window.