Quick Pay Posting

Using Quick Pay Posting

This topic explains how to post payments using the quick pay posting method. Using this method, you can apply a payment to multiple accounts at once. This feature lets you apply a particular check amount to more than one account. This is common for agencies such as school boards and the government. When you post payments using this method, the Quick Pay program posts the check number, date, and last payment information to all accounts. The program also updates the 90 $, 60 $, and 30 $ boxes in the Customer Credit tab for every account for which you paid invoices. In addition, the Check # field in the C-AUX file is updated for all posted accounts.

1. Double-click .

2. Click .

3. The Batch Information dialog box opens, specify the batch number for this posting. To help ensure that your postings are accurate, you might want to number your batches so that they identify the person who did the posting. For example, the employees posting the invoices can use their order-writer number as a batch number. After one person completes a batch, have another person double-check the entries.

4. The Control G/L box displays the general ledger control number for this posting. This information comes from the A/R Control field in the (L2) G/L Master Numbers screen. This is the general ledger account for the accounts receivable balance, if you are live on general ledger. DDMS recommends that you accept the default G/L number. (You should only change the A/R Control number in the (L2) screen.)

4. In the Post Date box, you can type a new date, or accept the default date. This box defaults to the system date. The posting date indicates when a posting is made.

5. After you finish entering the batch information for this posting, click OK.

6. The A/R Posting Invoice Selection dialog box opens. The cursor moves to the Check # box. At this point, you must specify the customer's payment information. For example, the customer may choose to pay by cash, check, credit card, credit memo amount, or a combination of each. (In order to post credit card payments, you must set one parameter. The Allow Credit Card Payments in A/R Quick Pay field in the (LA2) screen must be set to Y. If this field is set to N or left blank, you cannot post credit card payments in the Accounts Payable Posting window.) Use any of the following methods explained below to specify the customer's payment information:

7. Paying by Cash or Check: In the Check # box, enter the customer’s check number, the word CASH for cash transactions. You can enter up to eight characters. The system reports the check number to the check register. Enter the amount of the cash or check payment in the Check Amt box. When you enter the amount, include the decimal. You can specify up to seven digits before the decimal and two digits after the decimal. Unless the payment amount is an even dollar amount, you must include the decimal point. For example, if the check is for $250.34, and you enter 25034, the system credits the account $25,304. However, if the check is for $250.00, you can enter 250.

8. Paying by Credit Card: To post a credit card payment, click View. The system displays the information in the Credit Card Number though Pay Balance boxes. Click each box and enter the credit card information for this posting. For details concerning these boxes, see In the Accounts Receivable Invoice Selection Dialog Box.

9. Paying by Credit Memo: To specify a credit memo payment, click View. The Credit Invoice Selection boxes open at the bottom of the tab. Check the box corresponding to the credit invoices to apply towards this posting session or click Select All to select all the available credit invoices. As you mark credit invoices, the amount in the Credit Amt box increases. To deselect all the credit invoices you have marked, click Clear All.

7. When you finish specifying payment information for this posting, click the Hand Mark button.

8. The system displays the Update Customer History with Check prompt. To update the Last Payment, Of $, and On Check # boxes in the Customer History window, click Yes. If you do not want to update these boxes, click No.

9. The system returns to the Payments tab, and the cursor moves to the Invoice box. Specify the invoice number, including the extension number to apply the payment to, and press Enter. If you enter an invalid invoice number, the cursor returns to the Invoice box. You can also specify a credit invoice number to apply a credit amount to this invoice.

10. When you specify a valid invoice number, the system displays the invoice information at the bottom of the tab, along with the Pay Invoice # XXXXX prompt. (In this prompt, the Xs are replaced with the invoice number you specified.) To pay the displayed invoice, click Yes. (If you click No, the cursor returns to the Invoice box so you can specify a different invoice number.)

• If the amount is sufficient to pay the invoices, the amount in the Available box decreases and the amount in the Applied box increases by the amount applied.

7. If the amount is not sufficient to pay the invoices, the Partial Payment dialog box 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.

11. The cursor returns to the Invoice box so that you can specify another invoice number to pay.

12. When you finish, click the Post Payments to A/R button.

13. 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.

14. If the amount remaining is greater than the invoices you selected to pay, the You Have Not Applied All of the Available Funds, Do You Still Want to Post prompt appears. If you click Yes, the system prompts you to specify another invoice number.

15. 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: Until the invoices are actually posted, you can exit the Accounts Receivable Posting window without posting anything. Click the Cancel Payments button. You are prompted to cancel the transaction. If you attempt to post payments and do not have enough funds available, the system displays the Cannot Have a Negative Amount Available. Must Have Valid Payment Amount message. In addition, 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. 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.

13. At the Complete message, click OK. 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.