Posting Payments

After you've marked all the invoices to pay, you can post them. Until the invoices are actually posted, you can exit the Accounts Receivable Posting window without posting anything. For more details on exiting without posting, see Canceling the Transaction.

Note: To automatically update the customer's history with the payment date, check number, and amount when the payments are posted, be sure the Update Customer History box in the Accounts Receivable Payments tab is checked. For details, see Updating Customer History.

  1. Click arpost.gif or the Post Payments to A/R button. You can also type Alt +O.

  2. If the available amount matches the total outstanding invoices due, the Post to Account window opens, along with the Are You Sure message. Click Yes.

  3. If the amount is not sufficient to pay all the outstanding invoices, when the first invoice is reached that cannot be completely paid, as much of the invoice balance as possible is applied. The Partial Payment window opens, listing the invoice number that was partially paid, along with the amount that was applied. Click OK. At this point, Amount Due box is updated, displaying the remaining amount of the invoice that could not be paid.

  4. If the amount is greater than the outstanding invoices, the You Have Not Applied All Available Funds, Do You Still Want to Post message appears. In this case, you can post the remaining money for this customer as a credit memo or you can post the remaining money to another account. See Posting an Overpayment or Posting Payments for Multiple Accounts.

  1. If you're posting a cash or check payment, the payments are posted, and the Complete message opens. If you're posting a credit card payment, the Approve message appears. This message lets you specify whether to have the customer's credit card approved before posting the payments. If you specify to approve the card, enter the approval code to proceed before posting payments. If you specify not to approve the card, the payments are automatically posted. When the Complete message opens, click OK.

Note: If you have posted credit card payments for this customer in the past and have entered the approval code, you can click On File to use the approval code previously entered. In addition, if the Prompt for Address Verification on Credit Card Payments field in the (LA2) screen is set to Y, you are prompted to enter the customer's address.

  1. After you click OK to post the payments, the customer's balance is updated, if you so specified. The AR-BATCH and AR-MASTER files are also updated. In addition, the system automatically updates the aged totals in the Aged Invoice Totals section of the Payments tab.

Return to:

Marking Individual Invoices to Pay

Posting Payments for Multiple Accounts

Posting Payments for a Summary Invoice

Retrieving Individual Invoices to Pay

Selecting a Payment Method

Setting Limits for Paying Invoices