Using the Apply Payments window

Use the Apply Payments window to enter or delete payments received after the order is placed and saved.

You can use the Apply Payments window to apply a payment against a single or multiple orders.
From the menu bar, select Orders > Payments > Apply Payments.

The top right corner displays the unapplied portion of the payment, the customer's total balance (all invoices), any available credit on account, and any credit limit or terms set for the specific customer.

a Select the Invoice # or Customer # option, and then type the number in the box.

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Click Find Customer to search for the customer. See Find a customer if you need help with this option.

b Click Retrieve Invoice(s), or Retrieve Customer if you selected the Customer # option.

All of the customer's open invoices (those with a balance) are displayed. The oldest invoices are displayed first, assuming that you would want to pay off the older invoices first, or at least be aware that they are unpaid.

If you searched for the customer using an invoice number, there will be an arrow in the left column pointing to it so that you can quickly find it in the list of open invoices.

a From the Payment Type list, select the payment type.

- To apply a customer's credit on account (Available Credit) to an invoice, select Scrip from the Payment Type list.

b Enter the amount of payment.

The date defaults to the current date and should almost NEVER be changed. Entering a payment and back-dating it after payment reports have been run means the payment cannot be accounted for unless you re-run your reports.

c Complete the remaining payment boxes as required.

Here you can manually enter the amount of the payment you would like to apply to any invoice by editing the Apply column. A fast and easy way to apply as much of the payment as is available or is due is to just double-click anywhere in that invoice’s row. Column sorting is available in this grid so you can easily sort invoices by amount, balance, invoice number, etc. The default is to display in ascending date order (oldest invoices first).

If you need to apply the payment to multiple invoices, you can use the multi-select options to choose which to apply to, and then click Apply to Selected. The Apply to Selected option only works for payments applying to multiple invoices, and will apply from oldest to newest as much as is available or is due until the payment is used up. Any unapplied amount will become customer credit when the payment is saved.

a Select the invoice(s) to which payment will be applied.

- To view an invoice, select it in the list and then click the button, or right-click and select View Order.
- You can select multiple invoices using SHIFT + click, CTRL + click, or right click and choose Select All.

b Select the Term Discount check box, if applicable.

c Click in the Apply box for the invoice(s) to be paid and enter an amount to apply.

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Double-click a listed invoice to apply payment against it.

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Click Apply to Selected to have CMS apportion the payment to the selected invoice(s).

CMS applies the payment to the oldest invoices first, until the Unapplied Amount is zero. Paid invoices show a new balance of $0.00 and they will be removed from the open invoice list the next time the Apply Payment window is opened. Any unapplied amount becomes a customer credit on account when the payment is saved.

d Use the Reset button, if necessary, to undo the application of payment.

You can also right-click a listed invoice and select Revert Newly Applied Amounts.

e When finished, click Save.