Posting Payments

Use Payment Posting to enter regular payments, charge card payments, transfers, refunds, and credits on customer accounts. Discounts can be applied to a customer’s account at the same time the payment is posted. After payments have been entered, print the payment journal for balancing. A payment can be voided and re-entered if necessary.

1. From the Posting Menu, select Payments, Transfers, or Refunds.
2. On the Please Select a Payment Journal window, choose Create.
3. In the Division field, enter the Division for which payment tickets are being entered.
4. Enter the Date the payments were received.
5. Enter the User ID.
   
6. Choose Select.
7. On the Payment Disc Posting window, enter the customer number in the Cust# field  or press F5 to select from the list.
   
8. In the Transaction field, the Transaction Code will default to 21. The Transaction Type can be changed if needed. If the transaction is a contract payment 23 the following appear:
   
9. The payment will automatically be applied to the oldest active contract.
10. In the Department field, the Received on Account department set up in Division Setup displays. The department can be changed if necessary.
11. Enter the payment Amount.
12. In the Check # field, enter a reference number for the payment.
13. In the Reference field, the department description will display but can be changed. The reference description prints on statements.
14. To pay more than one ticket with the payment, enter a one-character code in the Group field, select Group/Discounts, and enter the one-character code next to each history line to which the payment applies to. Customer history will display the one-character code used to group the tickets into one payment.
15. To apply a discount to the payment, select Group/Discounts. On the Customer History window, select the Allow Discount checkbox for the discount needing applied to the customer account.
16. In the Print Receipt? field, select Print Receipt box to to print a receipt for the payment in generic statement format.
17. Select Post and New.
18. Repeat Steps 8 - 17 until all payments are entered.
19. Close the Payment Journal # window.
20. Print or Print Preview the Payment Journal and verify that the Journal amount matches the Department Summary amount.