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Definition: What is it?

The Payments Applications sub menu is where payments that have been made (or received) can be linked or allocated to an invoice, another payment, a billing account or a tax authority.

NOTE: General Ledger accounting transactions are generated during the payment application process but unless your GL is setup with Unapplied Cash and Applied Cash accounts - I'm not sure that there will be any true accounting impact. In the Sales Order process the accounting transaction generated the following GL Accounting transaction is generated for 'Payment Applied'

The following options are currently available from this screen:

• Create New (Create a new payment)
• Status to 'Received' (Change the status of the current payment to 'Received. NOTE: This will create the relevant accounting transactions and post them to the general ledger)
• Status to 'Cancelled' (Change the status of the current payment to 'Cancelled')

• Status to 'Confirmed' (Change the status of the current invoice to 'Confirmed'. NOTE: This status option will not appear until the status has been changed to 'Received')

What is it used for?

This is used to link payments the following:

• An invoice or invoices
• Another Payment
• A Billing Account
• A Tax Authority

NOTE: Need to include some examples here........

What's on the screen?

To do

How do I apply a payment to an invoice?

Example: To apply a payment

1. Select the 'Applications' sub menu for the payment
2. A list of invoices will be displayed in the 'Possible Invoices to Apply' box (NOTE: If no open invoices exist for the party that is sending the payment then this may not list any invoices)
3. Press the 'Apply' button next to the invoice (or invoices) that this payment is for
   

NOTE: Although it can be overriden the 'Amount to Apply' field will default to the lesser of the invoice total or the payment amount. This can be shown by examples as follows:

• If a payment of $150 is received but the invoice total is $120 then the 'Amount to Apply' will default to $120
• If a payment of $150 is received but the invoice total is $170 then the 'Amount to Apply' will default to $150

How do I apply a payment to an invoice, tax authority, billing account or another payment?

Example: To appy a payment to an invoice, tax authority, billing account or another payment

1. Select the 'Applications' sub menu for the payment
2. Using the 'Apply this payment to' box at the bottom of the screen
3. Enter or use the lookup to enter the 'Invoice Id' to apply the payment to (NOTE: This can be used if the invoice is to another party eg ordered by a subsidiary but paid for by another company of the same group)
4. Enter or use the lookup to enter the 'To Payment Id' to apply the payment to if required (NOTE TO CHECK: How does this work....?)
5. Enter or use the lookup to enter the 'Billing Account Id' to apply the payment to if required
6. Enter or use the drop down box to select the 'Tax Auth Geo Id' to apply the payment to if required (NOTE TO CHECK: This is a country so need to test how this actually works......)
7. Enter an amount in the 'Amount to Apply' (NOTE: This must be less than or equal to the payment amount)
8. Press the 'Apply' button