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To quickly associate a payment to all open invoices, press the Auto Apply button on the right side of the screen. This function will begin with the oldest open invoice and attempt to pay it in full based on the amount of the deposit.
If the entire invoice can be paid by the deposit, the system checks if there is still an amount left on the deposit. If there is, the system will move to the next oldest invoice and attempt to pay it off.
In the result that an invoices amount due is greater then the deposit amount, the entire deposit amount will be applied to the invoice and the invoice will be updated to reflect the remaining balance.
Manually Associating Payments to Invoices
| 1. | Select the include option to specify the invoice that you would like to associate a payment to. |
| 2. | If a term code existed on the invoice with discounts associated to it, these will be displayed for you. However, the user must indicate that they wish to apply the discount by selecting the “Take Discount” option |
| a. | The system will calculate the discount % and amount based on the terms code setup. However, this can be overridden on the screen. |
| 3. | In the case that a small variance exists between the balance of the invoice and the deposit, you have the ability to write off the balance. |
| a. | Select the write off check box to indicate that you would like to write off the remaining balance on the invoice. |
| b. | The system will automatically calculate the write off amount based on the balance remaining. |
Note:
| • | To apply payment discounts, a valid GL Account setup is required on the Terms Code. |
| • | To take write offs, a valid GL Account must be setup on the different account sets within OrderStream. |
| 4. | Verify the summary information on the bottom of the form and press the save button. |
| 5. | You must return to the original deposit in order to complete the posting of the transaction. |
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