To view payments via the Payment Search function:
From the Applications menu, select Accounts Receivable Management > Payment Search. The Payment Search window is displayed.
Enter the search criteria as described below:
Account Number
Unique identifier of the customer account.
Amount
Dollar value of the payment that has been entered against the customer account.
Check Number
Number of the check for the payment.
Batch Number
Number of the payment batch.
Payment Status
Status of the payment. Statuses include Unposted, Posted, and Billed.
Payment Date From/To
Payment date range to include in the search.
Payment Type
Types of payment to search for.
View Blocked Payments Only
Check the box to search for blocked payments (one that will not process because it was entered incorrectly).
View Payment Reversals Only
Check the box to search for payment reversals (one that will be debited, possibly, if a check was returned for insufficient funds).
View On Hold Payments Only
Check the box to search for payments that are held.
Click Search. This displays the Payments Search Results window.
The Payments Search Results window provides the following information:
Check marks indicate whether the “Do not post payments until batch is closed” check box on the Add/Edit Accounts Receivable Batch window is checked when the batch is created or edited.
Green check - Payments can be posted to the customer's account.
Yellow check - Payments cannot be posted because they are blocked, the associated batches were put on hold, or the payment is disputed.
Red X - Payment was reversed.
Indicates an unposted payment.
Indicates a posted payment.
Indicates a billed payment.
Account #
Unique identifier of the customer account.
Billing Group
Billing group assigned to customer account.
Amount
Dollar value of the payment that has been entered against the customer account.
Payment Type
Identifier of the form of payment made.
Description
Text explanation of the payment.
Payment Date
User entered date of when the payment was entered into the system.
Apply Invoice Number
Invoice number that the payment is associated with, if applicable.
Check Number
Number of the check for the payment, if applicable. If the payment is posted, this is a read-only field. If the payment is not posted, you may edit this field.
Batch Number
Number assigned to track the payment. The date when the payment is entered into the system.
Last Modified
Date and time the batch was last modified.
User Name
Login ID of the user who modified the record.
Account Status
The current status of the account, such as Active, Disconnected, Suspended.
The Payments window shortcut menu options include the following:
Edit | Modify the selected payment. See Modifying Payments. |
Delete | Delete the payment.
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Drop from Batch | Removes the payment from the selected batch.
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Make Controlled Batch | Displayed when the selected Payment is a member of an uncontrolled batch.
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Block | Block the payment if you suspect that a payment is entered incorrectly. See Blocking/Unblocking a Payment. |
Unblock | Unblock the payment to continue processing the payment. See Blocking/Unblocking a Payment. Do not override a Hold. |
Reverse | Reverse the payment. This means that the payment is debited from the account. Usually payments are reversed because a customer's check was returned for insufficient funds. A separate Adjustment must be made to charge the Returned Check Fee. See Reversing a Payment. |
Restore | Reinstate the payment. You can only restore a payment if it is a previously reversed payment (indicated by a red “x”), and a payment that has not had billing run yet. Notes:
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View | View payment details in the View Payment window. See Add/Edit/View Payment Window. |
View Customer | View the customer record. |
New | Create a new payment. See Adding Payments. |