Enter a payment document

To enter a document that corresponds to a payment received from a customer, you use the Customer payments (AR302000) window.
You can then apply the payment to invoices, debit notes, and overdue charges, as described in Form a list of applications automatically.

1. Go to the Customer payments (AR302000) window.
2. Click .
3. In the Type field of the top part, select Payment or Prepayment.
4. Check the date of the document in the Application date field.
   This field is filled in automatically based on the current date, but you can select another date.
   When you release the payment, the system uses the date specified here to fill in the Payment date field on the Financial details tab.
   After the payment is released, you use the Application date field to specify the date of the application records release.
5. In the Customer field, select the customer.
   The system uses the customer as a source to automatically fill in window elements with default values for the location, payment method, cash account and other customer-related settings.
6. In the Location field, check the customer location and change it if needed.
7. In the Payment method field, check the method of payment.
   You can change it if multiple payment methods can be accepted from the customer.

   Payment methods are specified on the Payment methods tab of the Customers (AR303000) window.

8. In the Cash account field, check the cash account. You may change it to another cash account that is allowed for the selected payment method; if you want to use a cash account allowed for another payment method, you need to change the payment method first.
9. Make sure the document currency matches the currency on the customer payment, and select another currency if necessary.

   The currency may be overridden only if the Allow currency override check box is selected for the customer in the Customers (AR303000) window.

10. Check the Payment ref. field: The system automatically inserts a reference number if for the selected customer payment method, the Suggest next number check box is selected on the Allowed cash accounts tab of thePayment methods (CA204000) window.
    Otherwise, enter the payment reference number.
11. Optional: Add a brief description of the payment.
12. In the Payment amount field, enter the total amount paid according to the customer payment.
13. Optional: Attach a scanned image of the original customer document to this payment.
    To do this, click Files on the window title bar.
14. Optional: On the Finance charges tab, add the charges or fees applied by the bank for processing.
    For each charge, do the following:
    1. Click Add row to append a new row to the table.
    2. In the Entry type column, select the entry type that designates the bank charge applied to this payment.
    3. In the Amount column, type the charge amount applied to this document.

    For details on configuring the processing of charges, see: About the registration of finance charges.

15. Do one of the following to prepare the payment document for further processing in accordance with your company's policies:
    • To save the document with the On hold status, make sure the Hold check box is selected.
    • To save the document with the Balanced status, make sure the Hold check box is cleared.
16. In the window toolbar, click .