Go to Direct Bill > Customer Processing > Enter Transactions.

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• When entering the information into each field, press <enter> to move from field to field.
• When you get to the last column (OK), make sure to press <enter> again. If you do not, the information will not be saved.
• The cursor will move to the next line.
• Enter the next transaction or click the Exit button at the top left of the screen to exit. You also may press <esc> on your keyboard.
• Note that there is a scroll bar on the right. If you accidentally scroll down, it may seem like the transactions disappeared. Just scroll back up.

Columns 

Seq - This field will populate automatically with the next sequence number. The sequence numbers will print on the Transaction Batch Update Report.

Customer - Enter the customer code or type L and <enter> to look it up.

Type - Enter C to post a charge.  Enter P to post a balance forward payment.  You cannot enter P to post a payment for an open item payment.

Date - Enter the transaction date.

• There are a couple of considerations regarding dates.  If you are entering a credit invoice to offset an existing invoice, you might want to use the same date. Otherwise, the two transactions will show up in different columns in the Customer Aged Trial Balance report.
• Note that if you post-date or back-date a transaction, it will be reflected on your Final Recap in the "prior city ledger balance" line.

Code - Enter a valid transaction code.

Amount - Enter the amount.

• If it is an even dollar amount you may enter 125 for 125.00. If it is not an even dollar amount you should enter the decimal and cents.
• If you are entering a discount or a credit, remember to type the minus (-) sign.

Reference - Enter a reference for this transaction.

Comment - Enter an optional comment for this transaction.  The default will be the transaction code's description.

OK - Make sure to press <enter> when you get to this field to save the transaction. Your cursor will move to the next line.

Enter the next transaction or click the Exit button at the top left of the screen to exit. You also may press <esc> on your keyboard.

Remember to update your transaction batch when you are finished with the day's transactions.

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Use this method when:

• The balance on the Open Item Payments screen is correct, but the balance on the Account Detail screen is incorrect.
• A payment is missing on the Account Detail screen, but the invoice shows as paid.

Example:

• Customer ABC has a balance of $1825.96 on the Account Detail screen, but a balance of $1394.86 on the Open Item Payments screen.
• On the Account Detail screen, you can see that there is an invoice for $431.10 that shows paid in full. However, there is no payment of $431.10 in the customer's account.
• Because the invoice is marked paid, it no longer appears under Unpaid Invoices on the Open Item Payments screen.
• To correct the balance on the Account Detail screen, we can "force" the missing payment without affecting the Paid amount of the invoice.

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How to post the missing payment:

1. Go to Enter Transactions (rather than Open Item Payments.)


2. Enter the Customer code and press <enter>.


3. Enter P for Type and press <enter>.


4. As shown below, a popup will tell you "No bal forward payment for an open item acc."
   
   


5. To override this, type F and press <enter>.
   Note: Only do this when correcting an out-of-balance account as described herein. Otherwise, post all open item payments in the Enter Open Item Payment screen.


6. Enter the transaction Date, valid transaction Code, Amount, Reference, and Comment, pressing <enter> after each entry.


7. When your cursor is in the OK column, press <enter> again to move your cursor to the next line. If you do not press <enter> in the OK column, you will not save the transaction.
   
   

After the fix:

• Below is the customer's Account Detail showing the "forced" payment.
• The Paid amount of the invoice remained the same.
• The balance is now $1394.86 and matches the balance on the Open Item Payments screen.

 Customers using Execu/Tech's Back Office: You will need to see if the original payment transaction posted to General Ledger. If it did, you can delete this transaction from the G/L batch (not the Direct Bill batch).

Remember to update your Direct Bill transaction batch when you're finished. If you wish, you can wait until the end of the day if you have additional transactions to post.

For other types of out of balance accounts, see Fix Out of Balance Direct Bill Accounts.

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