Posting Payments on Partially Billed Orders

Payments to partially billed orders can be posted using multiple methods.  The method depends upon the specific business workflow and accounting requirements.  Payments /deposits are posted to individual orders within the billing group.   Use this method if customers pay according to billing notices. 

Payments can be posted in one of two ways: Multiple Payment and Posting Individual Invoices.

Method 1: Multiple Payment

If multiple payments are received (either on individual checks or on one check), use the Multiple Payment module found in the Accounting Module:

Accounting<File>Accounts Receivable>Multiple Payment

1.  In the Selection field, select Billing Groups

2.  Click the ellipses button beside the Billing Group Field to select a billing group from the selection list.  All invoices that have been grouped together in this billing group appear. 

3.  Select the invoices by clicking in the far Left column or using the Tag Button .  As invoices are tagged, a running total is displayed. 

4.  In the lower portion of the screen, enter the detailed payment information by selecting the check register and entering check number, comments, etc.  Enter the total payment amount in the appropriate field on the right side. 

5.  Click the Distribute button . 

6.  Click the Post Payment button .  A receipt is created and the orders are removed from the Multiple Payment screen.

Method 2 - Post Individual Invoices

The second method of posted payments for invoices with a billing group would be to post a payment to each invoice individually.  This method is no different than the normal payment posting done for customer invoices that are not a part of a billing group.

Order Entry>File>Customer Orders 

1.  Find the invoice and highlight.  Invoices in billing groups are no different than regular customer invoices.

2.  Click the Post Payment  button located on the toolbar.

3.  Enter the payment as usual.

Accounting: 

Normal G/L postings for payments apply.  Payments themselves do not post to the general ledger.  Rather, a receipt is created and when the bank deposit is posted in Bank Transactions, the general ledger postings are created and posted when the journal is closed for the month.

If the order is job costed at the time of month-end (example is a $1,000.00 payment):

If the order is undelivered at the time of month-end (example is a $1,000.00 payment):