This window may be opened from several locations. Depending on where the window is opened from, some of the fields may already be defined.
General
Customer Name
Name of the customer whose account this transaction is being applied to.
Account Number
Account number of the account where the transaction is being applied.
Invoice Number
Invoice number associated with the account where the transaction is being applied.
The invoice number can be used to locate the customer account to apply the payment.
Either the Invoice Number or the Account Number can be used to find the customer account.
Note
Enter the appropriate number and press the Tab key. This populates the customer information.
Account Status
Current state of the account.
Billing Status
Billing or Not Billing.
Total Amount Due
Total amount due on this account.
Aging Group
Every customer is assigned to an Aging Group to determine how delinquent balances are aged (specific configuration of aging buckets, such as 0-30 days, 31-60 days and so on). Aging groups are defined in the Admin Console Data management and are assigned to customers when the customer is added in the IDI solution.
Balance Information
Unbilled Usage | Dollar amount of usage overage for this account if it is a non-corporate account or a non-invoice responsible corporate account. If this account is an invoice responsible corporate account, the amount includes usage overage for its non-invoice responsible children. |
Total Balance | Sum dollar amount of current and past balances and any posted payments and adjustments that have not yet been invoiced for this account. |
Current Balance | Dollar amount of the current invoice for this account |
Past Due Balance | Dollar amount past due for this account |
Days Past Due | Number of days past due |
1-29 Days | Dollar amount 1 - 29 days past due |
30-59 Days | Dollar amount 30 - 59 days past due |
60-89 Days | Dollar amount 60 - 89 days past due |
90+ Days | Dollar amount 90 or more days past due |
Write-Off Amount | Dollar amount that has been determined to be uncollectible |
Amount
Enter the amount for this transaction.
Payment Date
Enter the date the payment was received. This defaults to the current date. You can change the date if necessary.
Payment Type
Select a payment type from the drop-down menu. Payment types are defined in the Admin Console Data Management.
Check Number
If the selected payment/adjustment type is Check, enter the check number here.
Description
Optional text field for entering pertinent information if applicable.
Payment Allocation
Use these fields to use the pre-configured payment allocation method and select the applicable invoice, or override this payment allocation method and allocate the payment as needed.
Apply to Invoice Number
To use the standard payment allocation scheme (as defined by the customer's assigned Accounts Receivable Group), check this box, then select the applicable invoice from the corresponding drop-down list.
Note
If you entered the invoice number to find the customer account, this field is populated by the system. However, you can select a different invoice number from the list.
Override Allocation
To override the standard payment allocation scheme (as defined by the customer's assigned Accounts Receivable Group), check this box, then click Override. This displays the Payment Allocation Override window.
Payment Batches
Use these fields to add this payment transaction to a batch file.
Controlled Batch
Select the check box and enter the number of the Controlled Batch. Controlled Batches can be closed so that no new payments can be added to the batch.
Uncontrolled Batch
Select the check box and enter the number of the Uncontrolled Batch. Uncontrolled Batches are used for searching and reporting payments.
Note
This Uncontrolled Batch information is available ONLY when the Payment window is accessed using the following paths:
Accounts Receivable > Batch Files >
Payments Search Results > View
Payments Search Results > New
Customer record, Balances tab, posted payments list, right-click a payment > View Payment
Customer record, Balances tab, Actions button > New > Payment
Blocking
Payments may be manually reviewed before they are posted to a customer’s account. A payment may be blocked if you suspect that a payment was entered incorrectly.
Block Payment
Select this check box to block this transaction. The transaction will not be posted until it is unblocked.
Note:
To unblock transactions you must have the appropriate permission.
See also:
Working with Payments on Customer Accounts