Customer payments (AR302000)

Search line in list window

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:
- space: the result contains the words in any order,
- %: the result contains the words in the specific order, and the % functions as a wildcard as well.
Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

What to do from this window

The window toolbar

Button	Description
Release	Releases the payment, automatically creating a batch of appropriate transactions.
Void	The system creates the document of the Voided refund type with a negative amount. For the voided refund, you can specify the application date, period, and description, and then release the voided refund.
Inquiries	Provides the Customer details and Customer documents menu command, which you can click for quick access to the respective windows.
Reports	Provides the following menu commands, which you can click for quick access to reports: Unreleased transactions (detailed): Navigates to the Unreleased transactions (detailed) (AR610500) report. Customer documents (detailed): Navigates to the Customer documents (detailed) (AR622000) report.

The top part

Here, you can enter a new payment or select one of the existing documents for viewing its details or for editing.

Element	Description
Type	The type of a document. The following types are available: Payment: A document recording a payment received from the customer. One payment may be applied to multiple invoices, debit notes, and overdue charges. Credit note: A document crediting the customer, which may be used as a base for a customer refund or applied against invoices and debit notes. Prepayment: A document recording a customer prepayment. One prepayment may be applied to one or multiple invoices, debit notes, and overdue charges. Customer refund: A payment, designed to reimburse the customer, that can be applied to credit notes. Voided payment: A payment that was voided. Voided refund: A refund that was voided. Balance write-off: A document that writes off a customer's small balance that won't be paid.
Ref. no.	The unique identifier for the payment. This number is automatically generated by the system for a new payment document, based on the number series in the Customer ledger preferences (AR101000) window. If the Manual numbering check box is selected for the specified numbering sequence in the Number series (CS201010) (CS201010), the system validates each new reference number you enter in order to prevent the creation of payments and prepayments with the same reference number.
Status	The status of the customer payment, which for a new document is either Balanced or On hold. (The default status of a new document is controlled by the Hold documents on entry option in the Customer ledger preferences (AR101000) window.) The status of an existing document can be one of following: On hold: A user can edit the document but cannot release it. If you clear the Hold check box when you finish editing, the document status changes to Balanced. Balanced: The credit and debit totals are equal for the newly created customer ledger and it can be released. To change the status of the document to Balanced, clear the Hold check box. Open: The document is released, but the application amount is less than the payment amount. Reserved: The document has been released and then put on hold. A user selected the Hold check box for the document with the Open status and the system changed the document status from Open to Reserved. Reserved payments could not be applied to outstanding documents and are excluded from the auto-application process. You can clear the Hold check box to release the payment from hold. Closed: The document has been released and closed (application amount is equal to the payment amount). Voided: The document has been voided.
Hold	A check box that indicates (if selected) that the document is a draft with the On hold status. This check box is unavailable for debit adjustments.
Date	The date when a payment is applied to a document (invoice or note). The field displays the current business date for unapplied or partially applied payments and the latest application date for the closed payment. You can apply a payment to a number of documents on different application dates. Also, you can use the Balance by customer (AR632500) report to view application dates of the documents.
Financial period	The financial period to which the payment should be applied, which the system fills in based on the date.
Payment ref.	A secondary payment reference identifier, which can be: a system-generated number, if the Suggest next customer ledger no. check box is selected for the used cash account in the Payment methods (CA204000) window, or an external reference number entered manually (such as a bank check number). The system requires a payment reference number if the Require payment reference on entry check box is selected in the Customer ledger preferences (AR101000) window. This field is not available for credit notes.
Customer	The customer who issued the payment.
Location	The customer location associated with the sale. Once the customer is selected, this field displays the customer's default location ID, which can be changed. This element appears only if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.
Payment method	The customer's default payment method; this field is not available for credit notes.
Description	The identifier or description of the customer’s default payment method.
Cash account	The default cash account associated with the payment method; this field is not available for credit notes. If this is a clearing cash account, the payment will be included in a batch deposit.
Currency	The currency of the payment document. Once the customer is selected, the system inserts the customer's default currency, but it may be changed if the customer's settings allow currency overriding.
Invoice text	A user-defined description of the payment. The description may contain up to 50 alphanumeric characters.
Payment amount	The total of the payment that is entered manually.
Applied to documents	The total of the documents to which payment is to be applied. The total is displayed until payment release.
Applied to orders	The total of the orders for which payment is reserved, minus the amount transferred to invoice.
Available balance	The amount that has not been applied. This value is non-zero if the payment amount is greater than the document amount.
Write-off amount	The amount that has been written off.
Finance charges	The total on all finance charges applied to this document.
Deducted charges	The total amount of bank charges deducted by bank from the payment amount on your cash account (bank account). Even if the charges were actually deducted by bank, the original payment amount is shown in the top part.

The Documents to apply tab

This tab includes the list (in a tabular format) of the customer's open documents to which the incoming payment is to be applied.

Click Load documents in the table toolbar to specify a date range, a range of reference numbers, or both, and the system adds to the list the customer's documents that meet the criteria.
If there are open credit notes matching the specified criteria, they appear at the top of the list.

Button	Description
Load documents	Opens the Load options dialog box, where you can specify criteria for loading the customer's open invoices or debit notes.

Column	Description
Branch	The branch for which the payment has been created.
Doc. type	The type of document to which the payment is applied. The selection depends on the type of the payment document selected in the top part of the window: A payment may be applied against the documents of the following types: Invoice, Credit note, Debit note, and Overdue charge. A credit note, prepayment, and balance write-off may be applied against the documents of the following types: Invoice, Debit note, and Overdue charge. A customer refund may be applied against the documents of the following types: Credit note, Payment, and Prepayment. The Overdue charge option is available if the Overdue charges functionality is enabled in the Enable/disable functionalities (CS100000) window.
Ref. no.	The reference number of the invoice or note to which the payment is applied. If you click this number, the Sales invoices (AR301000) window opens, on which you can view the details of the selected document.
Customer	The identifier of the customer.
Amount paid	The amount to be paid which is displayed in the currency of the document that is selected in the window.
Cash discount taken	The cash discount to be taken.
Balance write-off	The amount to be written off.
Write-off reason code	A reason code that defines an account and subaccount to be used for writing off credits or balances. You must select a reason code if the balance write-off amount is non-zero.
Date	The creation date of the customer ledger document.
Due date	The due date of the customer ledger document.
Cash discount date	The date through which the customer can take a cash discount.
Balance	The balance of the document after the cash discount is taken and the amount is paid.
Cash discount balance	The unused amount of the cash discount, in case of partial payment.
Description	A description of the document.
Currency	The currency of the customer ledger document.
Post period	The period to which the payment transactions are to be posted.
Customer order	A reference to a document of the customer, such as a purchase order number.
Cross rate	A cross rate that you can optionally specify between the currency of the payment and currency of the original document.

The Load options dialog box

You use this dialog box, which opens when you click Load documents in the table toolbar, to add to the list of the customer's open documents the documents that meet the criteria you specify.

Element	Description
From date	The earliest date for the documents to be displayed.
To date	The latest date for the documents to be displayed.
From ref. no.	The document reference number to start with.
End ref. no.	The document reference number to end with.
Max. number of documents	The maximum number of documents to be selected from the database. The default value is 999. That is, the system selects 999 records from the database that comply specified criteria, applies additional filters, if needed, and displays the resulted list of records.
Include child documents	A field where you can select an option to indicate to the system the types of documents that belong to the child customer accounts of the selected parent account that should be loaded along with the documents of the currently selected customer account. The following options are available: None: Indicates that the system should load none of the documents of the child customer accounts. Except credit notes: Indicates that the system should load all documents of the child accounts that meet the other specified criteria, except for the documents with the Credit note type. All: Indicates that the system should load all documents of the child accounts that meet the specified criteria. The field is available if both of the following conditions are met: The Parent-child customer relationship functionality is enabled in the Enable/disable functionalities (CS100000) window. The selected parent account has child accounts for which the Consolidate balance check box is selected on the Invoicing settings tab of the Customers (AR303000) window.
Order by	An option you can select to order the listed documents, which can be one of the following: Due date, ref. no.: The system loads the list of the documents sorted in ascending order first by due date and then by reference number. This option is selected by default. Doc. date, ref. no.: The system loads the list of the documents sorted in ascending order first by document date and then by reference number. Ref. no.: The system loads the list of the documents sorted in ascending order by reference number.
Load (button)	Loads the documents matching the specified criteria to the table and closes the dialog box.
Cancel (button)	Closes the dialog box.

The Application history tab

This tab is used to store the history of the payment applications.
As a result of each application, a batch of journal transactions is generated.
All application batches are displayed on this tab.

Button	Description
Reverse application	Cancels the payment application. The button is not available for a document of the Balance write-off type. To reverse an application for this document type, void the document (Balance write-off) and release the voiding. The system sets the Voided status to the document (Balance write-off) and opens the invoice it has been applied to.

Button

Description

Reverse application

Cancels the payment application.

The button is not available for a document of the Balance write-off type.

To reverse an application for this document type, void the document (Balance write-off) and release the voiding.

The system sets the Voided status to the document (Balance write-off) and opens the invoice it has been applied to.

Column	Description
Branch	The branch to which the document belongs.
Batch number	The ID of the batch that contains appropriate transactions. If you click this number, the Journal transactions (GL301000) window opens, where you can view the details of the batch.
Type	The type of document to which the payment was applied.
Ref. no.	The reference number of the customer ledger document to which the payment was applied. If you click this number, the Sales invoices (AR301000) window opens, where you can view the details of the customer ledger document.
Customer	The customer who issued the payment.
Amount paid	The amount that was actually paid which is displayed in the currency of the document that is selected in the window.
Cash discount taken	The cash discount taken during the application.
Balance write-off	The amount that has been written off.
Financial period	The financial period of the payment application.
Date	The date of the document (invoice or debit memo).
Due date	The due date of the customer ledger document.
Cash discount date	The last date when the cash discount for the customer was available.
Balance	The remaining amount after the cash discount was taken and certain amount was paid.
Cash discount balance	The unused amount of a cash discount, in case of partial payment.
Description	A description of the document.
Currency	The currency of the payment document.
Post period	The period to which payment transactions were posted.
Customer order	A reference to the customer document, such as a purchase order number.
VAT adjustment	A check box automatically selected by the system if the customer ledger document specified in this row is subject to VAT adjustment.
VAT Credit note	The reference number of the VAT credit note generated in the Generate VAT on cash discount (AR504500) window for the customer ledger document specified in this row. This reference number is specified by the system automatically once the VAT credit note is generated.
VAT doc. no.	The number of the VAT document.

The Orders to apply tab

This tab includes the list of the customer's open orders for which the incoming payment is to be reserved.
Click Load orders in the table toolbar to specify a date range (and, if needed, a range of reference numbers) to add the customer's specific orders to the list.

Button	Description
Load orders	Opens the Load options dialog box so that you can add the customer's orders to the list.

Column	Description
Order type	The order type for which the payment is to be reserved. A customer ledger payment may be reserved for the order types that generate customer ledger documents of the Invoice or Debit note type.
Order no.	The reference number of the order for which the payment is reserved. By clicking this number, theSales orders (SO301000) window opens, in which you can view the order details
Status	The status of the document, which is assigned automatically and can be one of the following options: On hold, Credit hold, Open, Back order, Shipping, Cancelled, Invoiced, or Completed. For details on statuses, see: About sales order processing options.
Applied to order	The total amount reserved for the order.
Transferred to invoice	The amount that has been applied to invoice.
Date	The creation date of the order.
Due date	The due date of the order.
Cash discount date	The date through which the customer can take a cash discount.
Balance	The balance of the order after the cash discount is taken and the amount is paid.
Description	A description of the order.
Order total	The total amount of the document.
Currency	The currency of the document.
Invoice no.	The reference number of the invoice generated for the order.
Invoice date	The date of the invoice.

The Load options dialog box

You use this dialog box, which opens when you click Load orders in the table toolbar, to select the order to reserve the payment for.

Element	Description
Branch	The branch in the company to which the order belongs.
To date	The latest date for the documents to be displayed.
From date	The earliest date for the documents to be displayed.
End order no.	The order number to end with.
Start order no.	The order number to start with.
Max. number of documents	The maximum number of documents to be selected from the database. The default value is 999. That is, the system selects 999 records from the database that comply specified criteria and applies additional filters, if needed.
Order by	An option you can select to order the documents on the list, which can be one of the following: Order date, order no. Order no.
Load (button)	Displays the documents matching the specified criteria and closes the dialog box.
Cancel (button)	Closes the dialog box.

The Financial details tab

This tab contains information about the customer ledger account and subaccount used in the payment document, as well as the date and period of the document.

For a released payment, it contains the reference to the batch that implements appropriate transactions.

The Link to general ledger section

Element	Description
Batch no.	The batch that contains appropriate transactions. You can click the batch number to view the batch.
Branch	The branch that had applied this payment.
Customer ledger account	The asset account specified as the default customer ledger account for the customer.
Customer ledger sub.	The corresponding default subaccount for the customer.
Project	The project with which this document is associated, or the code indicating that this document is not associated with any project; the non-project code is specified in the Project accounting preferences (PM101000) window. This field appears only if the Customer ledger workspace has been integrated with the Projects module in the Project accounting preferences (PM101000) window.
Project task	The particular task of the project with which this document is associated. This field appears only if the Customer ledger workspace has been integrated with the Projects module in the Project accounting preferences (PM101000) window.

The Payment information section

Element	Description
Payment date	The date of the payment release.
Payment period	The period associated with the payment date.
Cleared	A check box that indicates (if selected) that the payment has been cleared with the bank.
Clear date	The date when the payment has been cleared with the bank.
Batch deposit	A check box that indicates (if selected) that payment should be deposited. You can change this option if the status of the cash account has been changed. Payments can be deposited only from a clearing cash account.
Deposited	A check box that indicates (if selected) that payment was deposited.
Batch deposit date	The date of the deposit.
Batch deposit no.	The number of the deposit that includes the payment.
Payment message	A free-form message connected with the payment, max. 140 characters.

The Finance charges tab

This tab contains a list of charges and fees applied to the payment by the bank for processing. For example, if you receive a customer payment where the bank has withdrawn a fee, you can register this bank fee together with the payment.

Finance charges cannot be specified for customer refunds, credit notes, and prepayments.

Column	Description
Entry type	The charge, selected by its entry type ID. You can select the entry type from the list of entry types associated with the cash account. A finance charge will be posted as a cash transaction and will not affect the customer ledger.
Description	A detailed description of the entry type.
Offset account	The account that is used for this charge.
Offset subaccount	The corresponding subaccount for this charge.
Amount	The amount of the charge.