Accounts Receivable Groups associate customers with a specific payment allocation method:
Allocate first by Invoice Category, then by Invoice Number
Allocate first by Invoice Number, then by Invoice Category
The Accounts Receivable Group Detail lets you establish the order by which Invoice categories are paid. Customers are assigned to an Accounts Receivable Group when the customer account is created.
To set up and manage the Accounts Receivable Groups table:
Under Data Management double-click Accounts Receivable Groups. This displays the Accounts Receivable Groups window.
The Accounts Receivable Groups window contains the following information:
Accts Recv Group ID
System-generated identifier that uniquely identifies the accounts receivable group.
Note
IDs 1-1000 are system defined and cannot be modified.
Description
A description of the accounts receivable group.
Allocation Method
Specify whether to allocate by invoice number first, and then invoice category; or invoice category, and then invoice number. Invoice categories are assigned sequence numbers in the Details view.
Invoice Category (Invoiced) then Invoice Number – lets you ensure main transactions are settled before donations. It ensures any invoiced transaction is sorted BEFORE non-invoiced transactions. A transaction is considered invoiced if its post date is on or before the post date of the most recent invoice (new charges) transaction that account posting is inspecting.
Account posting will sort all invoiced transactions first, then by invoice category, then by invoice number. This accomplishes settling by invoice category then invoice number (i.e. main transactions before donations), while additionally ensuring that invoiced transactions get settled before non-invoiced transactions.
The shortcut menu for this table lets you add, edit and delete accounts receivable groups. See Working with Data Management Tables
Use the Details view (right-click and select View Details) to assign sequence numbers to Invoice Categories. This ranks the Invoice Categories in the order in which payments are allocated to them.