The Post Payment sub menu of Accounts Receivable (AR) allows a user to apply payments to invoices. Multiple payments from multiple customers can be processed in a single batch.
Access AR Post Payment
The Post Payment sub menu opens automatically when you create or select an AR batch.
- In the main menu, navigate to Back Office > AR.
- In the upper, right-hand corner of the screen, click New Batch, then follow the procedure for creating a new AR batch.
- Or, to open and edit an existing AR batch instead, use the Search sub menu.
- The Post Payment sub menu opens automatically.
Select Invoices Wizard
Click the Select Invoices button to open the Select Invoices window. This window allows a user to search for, edit, and then insert invoices into an open AR batch. Search for invoices by either Customer Name, or by Customer ID. For details, see Select Invoices.
Select Invoices Manual Entry
Users may also select invoices by typing an invoice number directly into the Enter Invoice Number section of the AR Post Payment tab. See AR - Select Invoices (Manual Entry).
Create New Invoice
Click Create New Invoice to add an invoice that is not already in the system. Clicking Create New Invoice opens the New AR Invoice wizard.
In the Enter Invoice Number grid of the Post Payments tab, edit the columns as necessary to assign the correct Check Number, Date Posted, and Reason to each invoice.
Note: Many columns cannot be edited, as they are populated from the original invoice (for example, Invoice Amount).
Enter check number
Enter the Check Number for the check that is being used as payment for this invoice. To use one check to pay multiple invoices, see the Default Check option.
Enter date posted
Date Posted defaults to today. To change the date, type in a new date (MM/DD/YYYY), or click the drop-down arrow and select the date from the calendar.
Edit payment amount
The Payment Amount field is only editable while the invoice is being added to the batch. If you need to change the payment amount, and the field is no longer editable, follow the steps below to delete that row and then add the invoice again.
- Right-click the row.
- Click Delete Payment.
- Add the invoice again manually, making sure to edit the payment amount before clicking away from the row. Or:
- Add the invoice by clicking Select Invoices, making sure to edit the payment amount before clicking Insert selected Invoice(s).
Choose payment reason
In the Reason column, choose a reason or category for the invoice payment amount (for example, Regular Payment, Short Pay, Discount).
Note: The value entered into the Reason column allows General Ledger (GL) entries to be broken out by category. See General Ledger Setup.
If necessary, you can add a new Reason code to attach to invoice payments.
To apply the payments to the selected invoice—which closes the active batch and its transactions to further edits—click Process Payments. Because this closes the batch, do this only after all transactions in the batch are accurate and finalized.
A pop-up message displays with the text “AR Payments have been processed.” Click OK.
The AR Batch Report automatically opens in the Avionté Report Viewer. You can print the report, or save it to Excel or PDF.
Note: The AR Batch Report may be opened later by searching for and selecting the appropriate batch, then clicking the AR Batch Report button.
AR Batch Report
Click AR Batch Report to open a summary of the current AR batch in the Avionté Report Viewer. You can print the report, or save it to Excel or PDF.
Other Tasks in Post Payment
See the AR – Misc section for specialized tasks you can accomplish within Post Payment, including:
- Use One Check to Pay Multiple Invoices
- Create Unapplied Cash
- Apply Credit Memos or Unapplied Cash
- Apply AR Write-Offs, Discounts, and Adjustments