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This task is used to apply an unassigned payment, credit memo, debit memo or finance charge to an invoice or debit memo. You can also change apply-to #'s in Task 27 - Customer Account Inquiry.
General Rules:
Invoices are always automatically applied to themselves when they (invoices) are posted. No exceptions.
Finance Charges and Debit Memos are applied to themselves when they are posted.
Finance Charge or Debit Memo may be applied to an invoice.
Finance Charges and Debit Memos cannot be applied to payment or credit memos.
Credit Memos and Payments can be applied to invoices, debit memos or finance charges.
Procedure:
First, print the Unapplied Open Document Report (Task 15 in AR Module). Then run an A/R Aged Trial Balance (ATB) report for each customer that is on the Unapplied Open Document report.
Examine the ATB for open amounts that match the amounts on the Unapplied Open Document report. If some or all of the amounts can be applied, use Task 3 - Change Apply-to #'s.
Scenarios:
Change Apply-to Numbers: This is used to apply an unassigned payment/credit against an open invoice or debit memo. It may also be used to change an existing apply-to number. The system prompts:
- System prompts for Customer number and Document number (the numbers come from the Unapplied Open Documents report).
- The system prompts: Wrong Trx? N. Press Return/Enter key if the proper document is displayed, enter Y if it is not the correct document.
- Enter the correct sales invoice or debit memo number that the payment or credit memo will be applied to. NOTE: any document being applied-to must not have 000000 for an applied-to number. Sales documents should be applied to themselves, and debit memos and finance charges should be applied to a sales document, or to themselves.
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OR enter "0" to unapply the document amount to the "old apply-to #".
- The document that you are applying the credit/payment to should be as much as or more than the credit/payment.
- The document, getting the credit/payment applied to, should be open/unpaid.
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The payment or credit memo can be applied-to only one document. If you want to apply it to more than one document, then go to:
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Accounts Receivable (Module 2),
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Cash Receipts Entry & Editing (Task 2),
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Enter new cash record (Sub-task 1),
- Credit Number (Option 11).
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Enter new cash record (Sub-task 1),
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Cash Receipts Entry & Editing (Task 2),
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Accounts Receivable (Module 2),