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2.5. Entering Payment on an Invoice

1.    From the Software menu, select Accounts Receivable | Payments.

2.    If a payment batch has not already been specified, a Payment Batch window will appear.  Click on the Search icon adjacent to the Batch No. field, and select the batch to which the payment will be assigned.  Then, click the OK button.

3.    Under the Selection heading, click on the Search icon adjacent to the Mode field, and select the mode of payment.

4.    If known, enter the customer’s account number in the Client Id field, or click on the adjacent Search icon to locate this number using the Client Search Engine.

5.    Click on the Search icon adjacent to the Invoice# field, and select the invoice to which the payment is being applied.  This field may be left blank temporarily, and the invoice(s) to be paid selected later.

6.    If the payment is by check, enter the check number in the Doc. No. field.  If the payment is by credit card, the Card No. field may display predefined credit card information.  If blank, click on the adjacent Search, and enter information in the Credit Card window that appears.  Then click the Save icon.

7.    For credit card payments, enter the transaction authorization number in the Auth# field (i.e. obtained through IC Verify).

8.    If no invoice has been specified, click on the Select Invoices button to display the client’s unpaid invoices.

9.    Select the invoice(s) to which the payment is to be applied, and then click on the Apply button.  Or, click on the Select All button to apply the payment to the oldest invoice(s) first, until the entire payment is accounted for.  Note: If a payment amount matches an invoice amount, a prompt will appear that asks if the payment should be applied to that invoice.  Clicking Yes will enter, and save the payment.

10.    Click on the Save icon to save the payment.