Go To User Guide - Accounts Receivable
Accounting-File-Accounts Receivables>Multiple Payment
This option is for applying payments to multiple invoices in accounts receivable. Use this feature if you receive one check from a customer that pays for several customer orders. You may enter a payment that is a combination of check, cash or credit card.
Utilities>System Options>Multiple Payment> General
System Options are not available from the Multiple Payment Utilities Menu, choose any other utilities menu.
Before beginning to post payments in Multiple Invoice Payment, indicate the normal way to look for invoices as well as how selected invoices are sorted on the display screen.
| Option Name | Value Explanation/Options |
|---|---|
| Allow Payment Date Editing | Setting this option to yes allows editing the payment date on the Multi-Pay Main screen otherwise the payment date will be the current date. |
| Set Default Receipt Register |
If checked, Receipt Register will be set to default for Store. If not checked, user must specify Receipt Register each session. Note that this option is also used by HyperPay. |
| Default Date |
The date Multi-Pay uses to determine if a particular invoice should be displayed based on the delivery date on the customer order header. The Default Delivery Date can be set to None, Today, or the Last Day of Last Month. None All invoices will display for a selected account. Today-Delivered Invoices with a delivery date on or before today's date Last Day of Last Month-Delivered Invoices with a delivery date on or before the last day of the previous month. Today-Billed Invoices with a billed date on or before today's date Last Day of Last Month-Billed Invoices with a billed date on or before the last day of the previous month. |
| Default Sort Order |
The Default Sort Order determines how invoices are listed for a selected account. Your choices are Delivery Date, Order Date, Invoice Number or Balance Due. Billed Date Sorts the list of invoices by the billed date on the customer order. Delivery Date Sorts the list of invoices by the delivery date on the customer order. Order Date Sorts the list of invoices by the order date on the customer order. Invoice Number Sorts by the invoice number. Use this selection if you have invoice numbers on the check stub and you want to apply the appropriate credit to individual invoices. Balance Due Sorts by the total remaining balance on the customer order. This selection is useful if you are posting the payment "on account" and you are not concerned about which invoices are marked as paid. You may want the invoices with the largest balances to be listed first, thereby being marked as paid first. When posting on account, the system will satisfy each customer invoice balance until it reaches zero. PO Number Sorts by the purchase order number that was entered on the customer order. This is the "Customer's" purchase order number, not a RFMS PO number. This would be useful for commercial customers who reference their payment by their own purchase order numbers. |
| Start Tagged | When selecting customer invoices for payment, you have the option of having all eligible records default to a "tagged" status. If you are posting on account this option should be selected. If you need to pick and choose which invoices are to be marked as paid, do not select this option. |
| Field | Explanation |
|---|---|
|
Options/Actions |
|
| Edit |
Edit the selected invoice. See the section Edit an Invoice for details on how to do so. |
| Tag |
Tag or un-tag single or multiple invoices. Tag One Tags the currently highlighted invoice for payment. Untag One Untags the currently highlighted invoice and zeros out payments entered. Payment will not be distributed to an untagged invoice. Flip One Reverses the tag status of the highlighted invoice. If the invoice is tagged, Flip One will un-tag it and vice versa. Tag All Tags all invoices for payment. Untag All Untags all invoices for payment and zeros out payments entered. Flip All Reverses the tag status of all invoices. If the invoices are tagged, Flip All will untag them and vice versa. |
| Distribute |
Distribute a single payment to multiple invoices. The first tagged invoice gets payed in the full amount, then the second in full until all monies are distributed. |
| Preview |
After distributions have been made preview the report of the payment post. |
| Post |
Post the payments to the orders for the value described and reduces the balance due and print the report. |
|
Search Parameters |
|
| Customer Name/Billing Group | Based on the choice made for Selection this will either be a customer name or a billing group name. Type in the name of the customer or account. The customer name is pulled from what is entered on the order, not the customer list. |
| Selection | Choose between Invoice, Job Num/TB, Billing Group, Bank File, or Home Depot File. See the other sections of this article for details on how to use these selections. |
| Full Match | You may search for customer invoices either by using a FULL match or a PARTIAL match. Displayed directly beneath the customer name field is the toggle for this selection. |
| Hold | If the Hold box contains a " ü ", customer invoices that are in a hold status will be presented for payment. |
| Delivered Date | The date that appears here is determined by your selection under SetupTagOptions>Main. All invoices on or before this date will be displayed for the selected customer. You may change the date for an individual posting by either typing the date directly into the field, clicking on the up and down arrows or by clicking on the F8 button to access the calendar. To show all invoices for a selected customer, blank out the date. |
| Use Cyncly Pay | There is an option to use Cyncly Pay as the method of payment in Multi-Pay. When the Cyncly Pay option is selected, the only option for payment type is credit card. Processing payment will take you to the Cyncly Pay Confirmation Screen. The rest of the process is the same as other payment methods. |
|
Listed Invoices |
|
| Sort Order Tabs | Select a tab along the top to change the sort order of the listed invoices. |
| Information Displayed | totals displayed are for all invoices. Beginning balance, money received, discount, end balance |
| Tagging | tag for payment distribution. Distributed based on sort order top down. |
|
Payment Details |
|
| Register | Select the receipt register to which this payment should post. If you need to post this payment to a different receipt register, click on the down arrow and select the appropriate register from the pick list. Receipt files can not be added or modified through Multi-Pay. Add or change receipt registers through RFMS Configuration. |
| Reference | 16 Characters. You may enter descriptive information for this payment, i.e. check number. Enter credit card number here. If it is a valid number a check box appears allowing the number to be masked except for the last 4 digits on the multiple payment report. |
| Comments | 10 Characters. Free field for miscellaneous entry. |
| Check # | If payment is made with a check enter the check number here. |
| Discount Account Code |
The account code entered for customer discount in the standard chart of accounts in RFMS configuration displays. If you want to change this account, click in the discount account and type in another account code and press the TAB key. If the account code does not exist, the chart of accounts listing will appear. If you do not know the account number, click on the F8 to select from the chart of account list. |
| Payment Date | defaults to current day, a different date may be entered. |
| Check Amount | Enter the amount being paid by check. |
| Cash Amount | Enter the amount being paid in cash. |
| Card Amount | Enter the amount being paid on a credit card. |
| Received | total of check, cash, and card amounts. |
Tips:
- To enter the ENTIRE balance for the invoice, while on the payment type field, press Alt+E or click on the Entire Payment button.
- To enter the difference between the payment entered and the balance, press Alt+D or click on the Difference button.
These steps will cover how to post a payment to multiple invoices for a single customer.
- From the Selection field, chose either Invoice, UD Job #, Billing Group, Bank File (ASC or CSV files), or Home Depot File
Tip: If payments need to be applied to invoices that have not been job costed, click in the Delivered field and and take out the date.
- After selecting a customer account, all eligible invoices will display. From there, tagging functions can be selected to either include or exclude individual invoices from the payment process. For the invoices to come up as "tagged", select that option under Utilities>System Options>Multiple Payment>General>Start Tagged
- Enter the amount of the payment and distribute.
- After the invoices are tagged and the amount of payment has been entered, click on the Distribute button. Distribute is only activated after at least one invoice has been tagged and a dollar amount has been entered in the check, cash, credit or discount fields. The payment is applied to all invoices, starting with the first invoice and working down until the payment amount is depleted. Any remaining balance on the last invoice will be left intact. Choose to leave the balance or you may discount it off.
Tips: If the payment exceeds the total balance of the tagged invoices, the credit will be posted to the first tagged invoice in the list. - Preview the payment for accuracy. After distributing the payment, preview a listing of the payment distribution before posting by selecting the preview button next to the distribution button.
Preview Example - Post the payment and print a receipt report.
Report Example
To edit an individual invoice, double click the highlighted invoice or click the Edit button .
On this screen changes to the payment amount and/or payment type (check, cash, card or discount) can be made.
When you select Edit, the invoice will automatically be marked as tagged. If you un-tag the invoice, any payment entered will be zeroed out.
The top portion of the payment screen can not be changed.
- Import the file
- distrubutions will be made
- then click post.
System Options
Embedded Store in Customer Name
Reject Match if out of Variance
Variance +/-
- If loading a bank file, make sure it is a CSV file or ASC file.
- Click Load beside the field to select the file.
- Make sure Column D on the file is formatted as
- If there is a red x beside the invoice number once the file is uploaded, then select the Edit button
and pull in the correct Invoice number.
- Once you are sure all information is ready to load click the Select button
.
Field Names for Bank File
Column A Enter the word None
Column B Enter the word None
Column C Enter the Invoice Number (8 Characters)
Column D Enter the Payment Amount (10 Characters)
Column E Enter the Check Number (10 Characters)
Note: Do not include decimals in the amount fields. If the amount is $425.75 list it as 42575.
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