Fields in the Customer Payments window

Fields in this window

Customer Payments window

Deposit to Account button

Click this button if you wish to record a customer payment directly into an account; an individual cash-receipts transaction will be recorded in the account.

Balance

This field displays the current balance of the checking account you selected in the Deposit to Account field. If you wish to display the Inquiry Register window to view more detailed information about the checking account, click the zoom arrow.

Deposit to Account field

Enter the account you wish to use as the account where the customer payment will be recorded. Use the search button to search your list of checking accounts.

Group with Undeposited Funds button

Click this button to record a customer payment into the undeposited funds account, an individual cash-receipts transaction is recorded in the undeposited funds account -- not directly to your checking or credit card accounts. After youíve grouped all of the cash-receipts transactions you wish, you can then make a bank deposit which will include a group of cash-receipts transactions that you select.

Group with Undeposited Funds field

This field displays the account you selected as your Checking Account for Undeposited Funds using the General Ledger & Checkbook Linked Accounts window.

Customer

Enter the name of the customer whose payment you wish to apply, or click the search icon to display a list of customers to choose from. If you wish to view detailed information about the customer youíve entered, click the zoom arrow to display the Profile view of the Card Information window.

After you enter a customer name, all sales for the customer are displayed in the scrolling list. Open sales are displayed at the top of the list, followed by orders and then by closed sales (if youíve marked the Include Closed Sales selection).

ID #

When you begin to create a transaction in this window, this field automatically displays the next AccountEdge CR (Cash Receipts) number available.

If you click this field, Auto # will appear. If youíre using AccountEdge on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. Auto # isnít displayed once you enter a number in the field or move to another field.

If you choose to enter a number here, consider leaving the CR prefix assigned to the number, so itís easy for you to distinguish the transaction as a Cash Receipts Journal transaction. If you choose to enter a number in the ID # field, the next time you record a customer payment, the ID # will automatically revert to the next available AccountEdge CR number; it wonít increase the number you entered by one.

Date

Enter a date for this transaction or accept the default date.

Amount Received

Enter the amount of the payment.

Payment Method

Select the method of payment for the transaction, if you wish.

If youíve selected a payment method for a customer using the Payment Details view of the Card Information window, the payment method will automatically be selected. You can change it, if you wish.

Details button

If youíve entered a payment method in the Payment Method field, click the Details button, if you wish, to open the Applied Payment Details window and enter additional information about the payment.

If youíve selected a payment method for a customer using the Payment Details view of the Card Information window, depending on the payment method selected, some details about the payment method will automatically be entered. You can change the details, if you wish.

Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various AccountEdge reports, as well as the Receipts Journal.

Invoice # / Cust PO # column

This column displays either the numbers assigned to each of the customerís sales, or the numbers of each of the purchase orders that the customer has given to you. The numbers that appear depend upon whether youíve marked the box labeled Show Customer Purchase Number in Customer Payments in the Sales view of the Preferences window.

Status column

This column displays the status of each of the sales in the list.

OPEN: Sales transactions with a balance still owed.

CLOSED: Sales transactions with a zero balance (that is, sales that have been fully paid).

ORDERS: Sales assigned an Order status in the Sales window.

If you want to open the Bill view of the Inquiry Register window to view more detailed information about a specific sale, click the zoom arrow next to the saleís status.

Date column

This column displays the date that each of the sales in the list was recorded.

Amount column

This column displays the current amount due for each of the sales in the list.

Discount column

Enter early-payment discounts for each of the sales in this list, or accept the default amount, which was entered for this customer using the customer terms for the sale.

Enter a discount amount only when youíre settling the entire remaining balance of a sale. If you enter a discount on a partial payment of a saleís remaining balance, that discount wonít be recorded. For example, if you enter a $2 discount on $100 sale, the total due amount is $98. However, if you apply only $75 to the sale, the discount wonít be calculated; $25 will be the remaining balance of the sale.

Total Due column

This column displays the total amount due for each sale in the list. This amount is calculated by subtracting the amount in the Discount column from the amount in the Amount column.

Amount Applied column

Enter the amount of the payment you want to apply to each sale in the list, or accept the default amounts that appear in this column.

In order to display default amounts, use the Sales view of the Preference window to choose the preference Automatically Apply Payments to the Oldest Invoice First. The default amount that appears in this column is either the total amount of one saleís remaining balance or the remainder of the payment amount, if the payment amount is less than the invoice amount itís been applied to.

You can distribute the payment amount to more than one sale.

Total Applied

The amount(s) you apply in the Amount Applied column will accumulate in the Total Applied field.

Finance Charge

Enter the amount you wish to apply to the customerís finance charges.

When you click Record, the balance of the account you entered in the Income Account for Late Charges field of the Accounts Receivable Linked Accounts window will be increased.

Total Received

This field displays the amount entered in the Amount Received field. The amount in the Total Received field must equal the amount in the Total Applied and Finance Charge fields before you record the transaction. In other words, the Out of Balance field must be zero before you record.

Out of Balance

This field displays the difference between the amount in the Total Received field and the total of the amounts in the Total Applied field and the Finance Charge field. The Out of Balance amount must be zero before you record.

Include Closed Sales

Mark this selection if you want to display closed sales in the scrolling list.

Exchange Rate button

This button displays the currency that is used for the transaction. Click the button to open the Exchange Rate window.

This button appears only if you marked the I Deal in Multiple Currencies option in the System view of the Preferences window.

Journal button

Click this button to open the Transaction Journal window; the Receipts view is selected. Recorded transactions can be found using this window.

Record button

Click this button to record the payment amount in the Cash Receipts Journal, increase the checking account you selected at the top of the window and decrease the customerís accounts receivable balance. If the payment was applied to an order, rather than an invoice, your linked receivables deposits account is increased.

Cancel button

Click this button to remove all the entries youíve made and close the window.

If youíre viewing a previously recorded transaction, clicking this button will close the window.

*Deposit to Account button*	Click this button if you wish to record a customer payment directly into an account; an individual cash-receipts transaction will be recorded in the account.
*Balance*	This field displays the current balance of the checking account you selected in the Deposit to Account field. If you wish to display the Inquiry Register window to view more detailed information about the checking account, click the zoom arrow.
*Deposit to Account field*	Enter the account you wish to use as the account where the customer payment will be recorded. Use the search button to search your list of checking accounts.
*Group with Undeposited Funds button*	Click this button to record a customer payment into the undeposited funds account, an individual cash-receipts transaction is recorded in the undeposited funds account -- not directly to your checking or credit card accounts. After youíve grouped all of the cash-receipts transactions you wish, you can then make a bank deposit which will include a group of cash-receipts transactions that you select.
*Group with Undeposited Funds field*	This field displays the account you selected as your Checking Account for Undeposited Funds using the General Ledger & Checkbook Linked Accounts window.
*Customer*	Enter the name of the customer whose payment you wish to apply, or click the search icon to display a list of customers to choose from. If you wish to view detailed information about the customer youíve entered, click the zoom arrow to display the Profile view of the Card Information window. After you enter a customer name, all sales for the customer are displayed in the scrolling list. Open sales are displayed at the top of the list, followed by orders and then by closed sales (if youíve marked the Include Closed Sales selection).
*ID #*	When you begin to create a transaction in this window, this field automatically displays the next AccountEdge CR (Cash Receipts) number available. If you click this field, Auto # will appear. If youíre using AccountEdge on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. Auto # isnít displayed once you enter a number in the field or move to another field. If you choose to enter a number here, consider leaving the CR prefix assigned to the number, so itís easy for you to distinguish the transaction as a Cash Receipts Journal transaction. If you choose to enter a number in the ID # field, the next time you record a customer payment, the ID # will automatically revert to the next available AccountEdge CR number; it wonít increase the number you entered by one.
*Date*	Enter a date for this transaction or accept the default date.
*Amount Received*	Enter the amount of the payment.
*Payment Method*	Select the method of payment for the transaction, if you wish. If youíve selected a payment method for a customer using the Payment Details view of the Card Information window, the payment method will automatically be selected. You can change it, if you wish.
*Details button*	If youíve entered a payment method in the Payment Method field, click the Details button, if you wish, to open the Applied Payment Details window and enter additional information about the payment. If youíve selected a payment method for a customer using the Payment Details view of the Card Information window, depending on the payment method selected, some details about the payment method will automatically be entered. You can change the details, if you wish.
*Memo*	Using up to 255 characters, enter a description of the transaction. This description will appear on various AccountEdge reports, as well as the Receipts Journal.
*Invoice # / Cust PO # column*	This column displays either the numbers assigned to each of the customerís sales, or the numbers of each of the purchase orders that the customer has given to you. The numbers that appear depend upon whether youíve marked the box labeled Show Customer Purchase Number in Customer Payments in the Sales view of the Preferences window.
*Status column*	This column displays the status of each of the sales in the list. OPEN: Sales transactions with a balance still owed. CLOSED: Sales transactions with a zero balance (that is, sales that have been fully paid). ORDERS: Sales assigned an Order status in the Sales window. If you want to open the Bill view of the Inquiry Register window to view more detailed information about a specific sale, click the zoom arrow next to the saleís status.
*Date column*	This column displays the date that each of the sales in the list was recorded.
*Amount column*	This column displays the current amount due for each of the sales in the list.
*Discount column*	Enter early-payment discounts for each of the sales in this list, or accept the default amount, which was entered for this customer using the customer terms for the sale. Enter a discount amount only when youíre settling the entire remaining balance of a sale. If you enter a discount on a partial payment of a saleís remaining balance, that discount wonít be recorded. For example, if you enter a $2 discount on $100 sale, the total due amount is $98. However, if you apply only $75 to the sale, the discount wonít be calculated; $25 will be the remaining balance of the sale.
*Total Due column*	This column displays the total amount due for each sale in the list. This amount is calculated by subtracting the amount in the Discount column from the amount in the Amount column.
*Amount Applied column*	Enter the amount of the payment you want to apply to each sale in the list, or accept the default amounts that appear in this column. In order to display default amounts, use the Sales view of the Preference window to choose the preference Automatically Apply Payments to the Oldest Invoice First. The default amount that appears in this column is either the total amount of one saleís remaining balance or the remainder of the payment amount, if the payment amount is less than the invoice amount itís been applied to. You can distribute the payment amount to more than one sale.
*Total Applied*	The amount(s) you apply in the Amount Applied column will accumulate in the Total Applied field.
*Finance Charge*	Enter the amount you wish to apply to the customerís finance charges. When you click Record, the balance of the account you entered in the Income Account for Late Charges field of the Accounts Receivable Linked Accounts window will be increased.
*Total Received*	This field displays the amount entered in the Amount Received field. The amount in the Total Received field must equal the amount in the Total Applied and Finance Charge fields before you record the transaction. In other words, the Out of Balance field must be zero before you record.
*Out of Balance*	This field displays the difference between the amount in the Total Received field and the total of the amounts in the Total Applied field and the Finance Charge field. The Out of Balance amount must be zero before you record.
*Include Closed Sales*	Mark this selection if you want to display closed sales in the scrolling list.
*Exchange Rate button*	This button displays the currency that is used for the transaction. Click the button to open the Exchange Rate window. This button appears only if you marked the I Deal in Multiple Currencies option in the System view of the Preferences window.
*Journal button*	Click this button to open the Transaction Journal window; the Receipts view is selected. Recorded transactions can be found using this window.
*Record button*	Click this button to record the payment amount in the Cash Receipts Journal, increase the checking account you selected at the top of the window and decrease the customerís accounts receivable balance. If the payment was applied to an order, rather than an invoice, your linked receivables deposits account is increased.
*Cancel button*	Click this button to remove all the entries youíve made and close the window. If youíre viewing a previously recorded transaction, clicking this button will close the window.