Customer code: Enter the customer code or type L and press <Enter> to select from the look-up. 

Payment date: Enter the payment date.

Payment Code: Enter a valid transaction code. (See Control Files Setup)

• You can type L and press <Enter> to look up the list of codes.
  
  

  

• If this is a credit card payment processed through Worldpay or Shift4, you can type / and press <Enter> to bring up the credit card prompt.

Payment Amount:  Enter the payment amount.

• Unless you are applying a credit (refund or offset), you do not need to type the minus sign.
• If this is a normal payment, just enter the amount. The system will add the minus sign, thus deducting the amount from the balance due. 

Reference: Enter a reference number, or if this is a credit card payment processed through Worldpay or Shift4, leave this field blank.

Invoice/seq to pay: Enter the invoice or sequence number you wish to pay. 

• You can also click on the invoice you wish to pay from the list on the right, then then click once in the Invoice/seq to pay field. When you click on the invoice, it will turn blue.
• To apply the payment to multiple non-credit sequential invoices, you can click the first invoice and drag your mouse through all of the invoices to pay, then click once in the Invoice/seq to pay field.
• If paying multiple non-credit invoices that are not sequential, click each invoice, then click once in the Invoice/seq to pay field.
• Credits: If you are paying more than one invoice, and an invoice shows a credit amount, you must apply the credit first. If you are applying the payment to more than one credit invoice, you must apply the credits one at a time. Once the credit invoices have been applied, you can apply the payment to the rest of the invoices as described above.
• When you click on the invoice to pay it will turn blue.

After selecting the invoice(s), click the Invoice/seq to pay field again.

The cursor will move to the Amount to pay this invoice field.

Amount to pay this invoice:

• If you are paying the full amount, press <Enter>.
• If this is a partial payment, enter the amount and press <Enter>.
• If you want undo this payment, type U and press <Enter>

The first Ok? field:

• The default is Y. Press <Enter> to save this payment.
• Type N and press <Enter> if you need to start over.

If you selected Y, the invoice will turn red, and your cursor will return to the Invoice/seq to pay field.

Make sure the Unapplied amount is .00 (zero).

If there are no more invoices to pay with this payment, and the Unapplied amount is zero, press <Enter>.

The cursor will move to the second Ok? field as shown below.

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If everything is Ok, press <Enter> again.

Your cursor will return to the Customer code field.

When you enter the customer code and press <Enter> after doing the above steps, the invoice will no longer show up as unpaid.

NOTE: When entering transactions, you should never exit or escape from the screen before you finish. If you have made an error, you can up-arrow (↑) and make the change or finish the transaction and answer N in the “OK?” field. If you do not follow this directive, your accounts will get out of balance. 

​

Remember to Print and Update your Transaction Batch!

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Posting Zero Payments (matching debits and credits)

At times you will have credit invoices. In the example below, a DB payment was posted to a folio, and then a credit was posted to the folio, giving the account a sum of zero between the two invoices.

In Direct Bill, the two invoices will show up as unpaid, even though they cancel each other out in the sum of invoices.

To make these invoices show as paid, you will post a zero payment and apply it to both invoices. Note: The credit invoice MUST be applied first. (The credit will have the negative amount)

How to post a zero payment to match debits and credits 

1. Enter the Payment date.


2. Payment code should be P.


3. Enter a Reference (optional).


4. Enter the Payment amount as .00 (or just press <Enter>.)


5. Invoice/seq to pay: Click on the credit (-) invoice. It will turn blue. You must apply the credit invoice first.


6. After selecting the credit invoice, move your cursor back to the Invoice/seq to pay field and click it. The fields on the bottom left will automatically populate.




7. Press <Enter> though the Amount to pay this invoice and Ok? fields.
   
   The credit invoice will turn red and the cursor will return to the Invoice/seq to pay field.
   
   


8. Click on the debit (+) invoice. It will turn blue.
   
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9. Press <Enter> and now both invoices will be red.


10. Continue to press <Enter> until your cursor is at the second Ok? prompt.


11. If the Unapplied amount is on the top left is zero, press <Enter> to accept the transaction.
    
     

When you have finished, the invoices will no longer show up as unpaid.

Remember to Print and Update your Transaction Batch!

Below is the Customer Detail display for the above transaction.

• First is the original invoice.
• Second is the credit invoice.
• Third is the zero payment applied to the two invoices.

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Applying Overpayments (payment is greater than invoices applied)

If a customer overpays, you must apply the full payment amount, even if it is greater than the sum of invoices.

In the following example, the open item balance is $250.00. However, a payment of $300.00 was received.

On the Enter Open Item Payments screen:

1. Enter the Customer code, Payment date, Payment code, and Reference.


2. Enter the full Payment amount. 


3. Select the Invoice/seq to pay.


4. Amount to pay this invoice: Enter the full payment amount, not the amount of the invoice. You must apply the entire payment, or you will not be able to save the transaction.
   
   


5. Press <Enter> at the first Ok? (Y/N) field. The invoice will turn red.
   
   
   
   
6. Press <Enter> until you get to the second Ok? (Y/N) field, and press <Enter> again to save.

Below is the Customer Detail showing a $50 credit balance:

Later, when there is another invoice to apply the rest of the payment to, you can reapply the payment, distributing it between the two invoices as shown in the steps below. This way, the two invoices won't continue showing up as unpaid.

On the Enter Open Item Payments screen:

1. Enter the Customer code, Payment date, Payment code, and Reference.
   
   
2. Payment amount will be .00 (zero.)
   
   
3. Invoice/seq to pay: Select the first invoice then click on the Invoice/seq to pay field
   
   
4. Amount to pay this invoice: This field will automatically populate with the original overpayment amount. Press <Enter>.
   
   


5. Press <Enter> at the first Ok? (Y/N) field. The first invoice will turn red, and the cursor will return to the Invoice/seq to pay field.




6. Select the second invoice, then click on the Invoice/seq to pay field. Both invoices will turn red, and you will see that the amount paid has now been applied to both invoices 
   
   


7. Press <Enter> until you reach the second Ok? (Y/N) field. Press <Enter> again to save.

Customer Detail after applying the overpayment to the second invoice:

• The first line shows the first invoice.
• The second line shows the overpayment.
• The third line shows the second invoice.
• The fourth line shows the zero payment.
• The overpayment has now been applied evenly between the 2 invoices.

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