This program can be used to manually record customer payments
against transactions charged on account.
Payments can then be posted by Batch in Post
Customer Payments.
Refer to the A/R Daily / Weekly Procedure
for procedural information and process flow.
Access to utilities that can be used to reverse or transfer payments to another customer, are also provided.
Once the customer has been defined, the A/R Account Aging of unpaid invoices for the customer is displayed along the bottom of the screen, based on the Age As Of selection.
Note: For Inter Company Payments (payment across multiple companies), or for N.S.F.(Not Sufficient Funds) Checks, or for Refunds Issued for Credit Balances, refer to the explanations at the end of A/R Invoices.
The prompts to enter a payment are:
Select Today to age the invoices according to the actual
invoice date instead of month end.
Example: If the current month end was February 28th, an invoice
issued January 31st would be aged as Current, as it is really only
3 days old.
This defaults from the Batch Code entered for the previous payment entered in this session if the operator has not yet exited the Customer Payments screen.
A customer with an invalid credit rating can not be
selected.
A warning will display on the screen. Exit the screen and correct
the credit information for this customer in Customer Information, then the payment can be
entered.
After selecting the customer, the full address, credit rating,
and current balance with account aging as of today's date, is
displayed on the screen.
This information is useful in confirming that the right customer
has been selected.
The child can only pay invoices within the parent account that were created for that child, with the exception of A/R Invoices that must always be paid by the parent.
Note: Any payment entered for the parent customer can pay invoices for both parent and any children.
Note: The division is not limited to the operator's Divisional Restricted Views.
Division Posting in the General Ledger:
Postings to the divisions of the check payment and paid invoices
for the "A/R Control Account" in the G/L, are as follows:
The Credit to the "A/R Control Account" posts to the Division as follows:
If the divisional posting feature is not activated then the full
payment amount posts as a Credit to the "A/R Control Account" Blank
( Head Office) Division.
There is no divisional posting impact by a payment to an invoice
from another Division in the General Ledger because all postings to
the "A/R Control Account" are always to the Head Office.
The method of payment determines the currency code and also the
G/L Debit posting account of the payment.
Selecting the right method of payment is important in reconciling
the cash drawer and the General Ledger.
For more information, refer to Method Of
Payment Codes and Capture Customer
Payment Options for details.
If your firm uses Texada Pay the payment method 'FILE*' can be entered to pay by a Credit Card or Check previously captured and stored on File, as outlined in Capture Card/Check on File.
To use "Reward Dollars" to pay this customer's On Account
charges, select the corresponding RWD-X payment method.
Only invoices eligible to be paid by Reward Dollars will be
displayed on the payment details screen.
Refer to Reward Program Maintenance for more information on this feature.
The value entered as the Check/Reference Number will
appear on the Customer's Account to help identify the payment and
the invoice payment history later on.
The default reference number consists of the Method Of Payment Code followed by 4 numbers or
for TP on-file the method of payment is represented by FILE*
The check information lists with the date, document#, payment,
and discount amounts.
The list can be resorted by any column in ascending or descending
order, by clicking in the column heading.
Columns can also be dragged and dropped to reposition them as
required.
To select a record from the list, double-click on the appropriate record, or highlight the record and click the SELECT button.
This defaults from the Date Received entered for the previous payment entered in this session if the operator has not yet exited the Customer Payments screen.
To help prevent date errors, the payment date entered can be
limited to within a specific current range.
This date checking can be activated in the "General Ledger"
parameters on the Accounting tab of Configure System Settings for Date Range Control for the module ARCP, and is
controlled by operator per the flag in Operators. Refer to the overview in Date Range Control for more details on this
feature.
If an existing check has been selected from the window in the Check Number field to be re-accessed, then the date defaults to the date of the existing selected check, and the method of payment does not apply.
Note: Each check can only pay invoices of the same currency. This prevents inflated/deflated payments due to currency exchange.
If the currency is NOT correct, change the "Method of
Payment".
The "Method of Payment" window displays the corresponding currency
codes.
This field is display only if an existing check has been selected to be re-accessed, because the payment amount has already been entered.
Reward Dollars:
If the selected Method of Payment is to use Reward Dollars
(RWD-X), then the amount entered in this field for payment cannot
be negative or zero and cannot exceed the Reward Dollar
Balance displayed above.
Note: If none of the three options are selected for a role, the Apply No is enforced so that payments can be received by the operator but cannot be applied against invoices.
This field is skipped if an existing check has been selected to be re-accessed, and the screen to apply the invoices is displayed.
Select the Invoices to be Paid:
This screen does not appear if the choice to "Apply to Invoices"
was NO, or the payment was cancelled.
The invoice/payment detail screen can be opened with the prompt
for a starting invoice # or for a specific contract #, as
follows:
The unpaid account activity list that is displayed can be
resorted by any column in ascending or descending order, by
clicking in the column heading.
Columns can also be dragged and dropped to reposition them as
required.
To select a record from the list, double-click on the appropriate record, or highlight the record and click the SELECT button.
Regardless of the starting point, the invoice/contract search
can still be activated by clicking on the STARTING
DOC# button at any point during the distribution of the
payment.
Click REFRESH LIST to display the entire list again
in place of a starting document.
Note: The values for the Discount and the Open Balance change as the payment is applied.
If the choice to "Apply to Invoices" was Yes, then the
detail screen shows the check unapplied to any invoices, and the
Opening Balance initially equals the Check
Amount.
Payment amounts can be manually applied to appropriate invoices and
discount amounts can be entered, as outlined below in Applying a
Payment Manually.
Following is an example of the Payments Detail screen with a partially applied check that gives a discount.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
CUSTOMER #: 56 LANGFORD CONSTRUCTION ACCT BALANCE: 526.36
PARENT CUST#: CHECK AMT: 307.93
CHECK #: 553452 DISCOUNT: 5.31
CHECK DATE: 07/31/20XX OPEN BAL: 22.93
CURRENCY: C STARTING INVOICE#:
DIVISION: STARTING CONTRACT#:
DOCUMENT# PAY TYPE CUR DUE DATE BALANCE AMT TO PAY DISC NET AMOUNT
--------- --- ---- --- -------- ------- ---------- ------ ----------
2276 Y I C 04/30/20XX 298.31 290.31 5.31 285.00
2405 N I C 05/19/20XX 17.97
FINCHG N F C 06/30/20XX 16.01
2483 N I C 07/01/20XX 510.00
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Refer to Reward Program Maintenance for more information on this feature.
Note: Only invoices and finance charges may be paid with a
payment.
A payment can not be applied to another payment.
Type Y (Yes) this box if this invoice or finance charge should
be paid with this check.
The values for the Amount to Pay, Discount Amount,
and Net Amount default as if the document is to be fully
paid.
A warning is generated if the Net Amount paid on this
document exceeds the remaining Open Balance on the payment,
and the Amount to Pay can be adjusted accordingly.
Note: Each check can only pay invoices of the same currency. This prevents inflated/deflated payments due to currency exchange.
A discount dollar amount can also be manually entered.
DISCOUNT CALCULATION Window:
A window is provided on the Discount Amount field as a
worksheet to assist calculating the discount amount, as
follows:
TRADE DISCOUNT DETAILS Window:
When the customer makes a payment for a "trade" invoice, the
payment must be received by the Discount Date of the Invoice and it
must be paid in full by one check, in order for the trade discount
to apply.
When the invoice is selected for payment, and Amount To Pay
is entered as the full amount, the Discount Amount will
display, if the Terms have been set properly.
If the trade discount applies, a window displaying the following Trade Discount information:
If NO discount should be given, blank out the discount amount
with the space bar.
If the trade discount does not apply, then this window does not
open.
Posting Trade Discounts
Depending on how Rental Product Class
is setup, the Trade Discount debit can be posted in the G/L to a
special Trade Discount account, or to the Rental Revenue account by
Class.
Either way the reduced rental revenue accumulated for each product
on the invoice, is reflected in the Monthly Product History and
Detailed Revenue History for the trade discounts.
When trade discounts are posted, the credits reducing the associated revenue accounts are also pushed to the Business Intelligence revenue tables that were updated Daily Close 2.
Note: If a customer payment with a trade discount on it is reversed, the credit invoice for the trade discount is NOT reversed. The credit invoice must be manually reversed.
For a more complete overview of the Trade Discount process, refer to the notes Trade Discounts.
DISCOUNT ACCOUNT REQUIRED Window:
In the Company Posting Parameters, there is
an option to Prompt User for Customer Payment Discount
Account.
If this is activated when a discount is entered, a window opens
prompting for the G/L posting account for the discount
disbursement, as follows:
If this disbursement window is not activated, the discount amount will be posted as a debit to the account assigned for the payment currency in Default Accounts.
Over-Apply Payment Control:
If the Open Balance displays a negative value, then the
payment has been "over-applied".
This means that the total invoice dollars paid, exceeds the
original amount of the check.
The ability to over-apply a payment is controlled by the
Over-Apply Customer Payments flag for the operator's
security role, as set in the "Miscellaneous" window of Security Role Permissions.
If the operator does not have permission to over-apply a payment, a
payment with a negative balance cannot be accepted.
Note: An operator without Security Role Permissions to Over-Apply Customer Payments will not be able to accept a payment that has been over-applied, and the distribution of the payment will need to be corrected so the amount paid against the invoices does not exceed the value of the original payment.
Click Review This Payment to return to the payment details screen to make any further changes to the payment details.
Click Cancel This Payment to abort and the payment record will not be saved.
Note: If this is a new payment and it is being Cancelled, the
check will NOT post to the General Ledger, nor to the Customer's
Account, nor will any newly added Finance Charge postings be
retained.
A warning displays on the screen.
If the check had been entered and accepted previously, and has now been re-accessed, but is being Cancelled then the check remains on the customer's account, but not applied to these invoices, nor will any newly added Finance Charge postings be retained.
If a payment is accepted and an outstanding balance is left on
the check, this remaining balance can be applied to invoices at
some later point.
The Unapplied Payments Report can be used
to generate a report identifying any Open Balance Payments that
should be cleared.
The operator is prompted To write an open balance payment.
Note: The print defaults defined in the 'Counter Document Default' window of the Divisional Printing Parameters do not apply to A/R Payments.
When a 'Bad Risk' transaction entry is auto-removed from the Bad Risk Customers file a record is written to the Delete Log for ARAR03 to track the action.
For more information on the "Cash-Short" invoice feature, refer to the "Allow On Account for Cash Customers" setting in the Company Invoice Parameters.
After all customer payments have been entered for the day, select Post Customer Payments to post the payments.
In order to clear out these outstanding payment balances, call the unapplied check to the screen using Customer Payments as follows:
If the flag Prompt User for Customer Payment Discount
Account in the Company Posting
Parameters is set to prompt for the discount account in
Customer Payments, enter the Finance Charge G/L Account in
the discount disbursement window.
The finance charge amount will then be debited directly out of the
Finance Charge Account in the General Ledger, instead of the
regular Discount G/L Account.
Note: Unposted TP payments made by Credit Card can be completely
Voided in the Reverse Customer Payments
utility but only on the same day as the payment was taken in the
event an order was cancelled.
Refer to Capture Customer Payment Options
or Texada Pay for complete details.
If a TP Card Payment is Voided an audit record is written to the
Texada Pay Payment Log.
TP payments captured by Check cannot be reversed as the payment has
already been submitted to the clearing house.
Move a Payment from One Customer's Account to
Another:
Click the TRANSFER button to generate a payment
transfer as outlined in Transfer Customer
Payments.
This button will only be active if the operator has role permission
as defined in the "Miscellaneous" window of Security Role Permissions.
Note: This action is not available when the Reward Dollar
feature is activated.
Refer to Reward Program for information on
this feature.
View a Scanned Driver's License Image:
The VIEW
SCAN button only applies when the ID scan image processing
has been activated in the Divisional Contract
Parameters, and a scanned image of a driver's license for this
customer has been generated.
Click the VIEW SCAN button to view the image as
outlined in Driver's License Scan.
Capture a Credit Card or Check information for future Payment
Transactions:
The CAPTURE CARD button is only visible if the
Texada Pay processing is activated.
This action does not take the payment, it only captures the card
or check information.
Click the CAPTURE CARD button to scan or enter Credit
Card or standard check information to be saved in the Customer Credit Card table as outlined in the
Capture Card/Check on File, for use to
complete future payments.
This action does not take the payment, it captures the card or
check information.
Note: Credit Card information is only saved in SRM for re-use with Texada Pay when this Capture Card/Check on File action is used.
Posting Control
The Customer Payments entry program is designed to be run for one
customer at a time.
Locking will occur if another operator attempts to run the program
at the same time, or if the first operator did not exit the posting
program correctly.
A Posting Control Information warning
will appear on the screen preventing the second operator from
proceeding, and only operators with Security
Role permission to reset the Customer Payments- for Single
Customer flag will have access to the RESET
button that unlocks the program in Reset Enter
Payment by Customer.
Whenever the posting control flag for A/R Payments is reset, a
record is written to the Delete Log for
the Function ARAR04.
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