Form a list of applications manually

You can apply a customer payment or prepayment to any number of invoices, debit notes, and overdue charges by using the Customer payments (AR302000) window.
If there are open credit notes for the customer, they also can be used in payment application.

In the top part of the window, the Available balance field holds the balance of the payment that is available for further application, and the Applied to documents field contains the balance that has been applied.

For details on the application of a payment document, see About manual payment application; for instructions about how to enter a payment into the system, see: Enter a payment document.

1. Go to the Customer payments (AR302000) window.
2. In the Type field in the top part, select Payment or Prepayment, depending on the document you want to apply.
3. In the Reference no. field, select the reference number of the payment or prepayment.
4. On the table toolbar of the Documents to apply tab, click Load documents to open the Load options dialog box.
5. Optional: In the dialog box, select the customer documents by specifying any of the following criteria:
   • The date range of the documents to be loaded, by using the From date and To date fields
   • The range of reference numbers for documents to be loaded, by using the Start ref. no and End ref. no fields
   • The maximum number of documents to be selected from the database that comply with any other criteria you have specified

   You can also specify the way the system should order the documents on the list, by selecting an option in the Order by section.
   By default, the Due date, Reference no. option button is selected.

6. Click Load.

   On the Documents to apply tab, the system displays the list of the open invoices and notes that match any criteria specified in the dialog box and that have a total applied amount equal to the payment amount. If there are open credit notes, they are displayed at the top of the list.
   If you have specified no criteria, the system loads the documents according to the order option selected by default until the application total is equal to the payment total.

   You can manually adjust the list by adding and removing documents and by typing the application amounts for each document.
   The application amount may not exceed the payment amount.
7. If the payment document for which you have formed the list of the outstanding documents has the On hold or Balanced status, you can proceed as follows:
   • To save the document with the On hold status, make sure the Hold check box is selected, click .
   • To save the document with the Balanced status, make sure the Hold check box is cleared, click .
   • To release the payment document and its applications, make sure the Hold check box is cleared, and click Release.
     When you the payment document, the status of the payment changes to Closed if the application amount is equal to the payment amount.
     If the application amount is less than the payment amount, the status of the released payment document changes to Open.
8. If the payment document for which you have formed the list of the outstanding documents has the Open status, you can proceed as follows:
   • To save the document with the Open status and the list of applications you have formed, click .
   • To release the applications, click Release.
     When the application records are released, the status of the payment changes to Closed if the application amount is equal to the payment amount.
     If the application amount is less than the payment amount, the status of the released payment document remains Open.