After you enter your payments, you must post them in ACS so that the entries display in the General Ledger. This will ensure that your General Ledger reports for the year contain all activity before closing.
Before you post the payments, you may want to print the proof list to verify your entries. You can edit your entries to correct any errors or delete any payments that you entered in error. You can also reapply payments to a different invoice, if necessary.
You can also post payments by payment type, which is beneficial if you accept credit card payments. When you post by payment type, you can keep your credit card payments separate from your check and cash payments.
Payments that you've entered don't affect balances until they are posted. After you have entered your payments, it's time to post the payments to the General Ledger.
When you post payments, enter a General Ledger reference number to track your deposit. You could also use the current date or the next General Ledger reference number to track your posting. This number is assigned to the General Ledger transaction and the Accounts receivable transaction and gives an audit trail between the Accounts Receivable payments and the deposit posted to General Ledger.
The Post Payments window simulates your deposit and how your payments clear at the bank. You can post specific batches of payments at the same time or select and post by payment types. If posting a single batch of transactions, Accounts Receivable filters the grid based on transaction types. In addition, if you've applied the payment to an invoice, the invoice displays below the payments grid.
|Before Posting Transactions|
The Post Payments window lets you print a proof list of your transactions and post the transactions. You can also view a transaction's details or delete a transaction if necessary.
- Under Manage Records, click the Transactions tab.
- In the drop-down list, select Accounts Receivable Payments, then click Go .
- Click Post Payments.
- To post payments in separate batches, select Select Payment Types and click Select to select the payment types you want to post. For example, you could post all credit card transactions as one batch.
- Click Preview to view a proof list of the transactions, or click Print to print the list.
- If you want the proof list to include invoice numbers, descriptions, and amounts, select Print Distribution.
- To view the transaction details for a payment, select the appropriate payment and click View.
- To delete a transaction, click Delete. This option deletes the payment completely and marks the invoice as unpaid.
- To begin posting, click Post Payments.
- When prompted, enter a General Ledger deposit reference number to track the deposit in General Ledger and Accounts Receivable. If applicable, select Use Today's Date. Click OK.
By default, the next General Ledger deposit reference number displays; however, you can select Use Today's Date to use the current date for tracking deposits. When Use Today's Date is selected, you can also add a number before or after the date to easily track multiple batches of transactions posted on the same day. If selected, the Use Today's Date setting is also saved for future payment postings.
- The Payment Posting Completed window displays once the payments are successfully posted. Click OK.
Applying Unapplied Payments
Unapplied payments are payments that you entered but did not apply to an invoice. These payments were applied to the Unapplied account when you entered them, so your cash receipts balance should be correct. The revenue of the unapplied payment is posted according to your cash or accrual setting.
Payments are applied to unpaid invoices with matching fees, starting with the oldest invoice. If the payment was made to an unapplied fee, the payment is applied to the oldest invoice, regardless of the invoice's fee distributions. After adding and posting an invoice, you can apply posted prepayments and unapplied payments to the invoice. If you did not select Auto Apply Payment when adding the payment, you can use the Apply to Invoices tab to match unpaid invoices with the appropriate unapplied payments.
In a Cash Environment, when you post a payment to the unapplied fee, the revenue is posted to the unapplied revenue account in the general ledger. After you post invoices and apply the payment to an invoice, the revenue moves from the unapplied account to the revenue account of the invoice. For example, a payment of $250.00 can apply to the unapplied fee. Later, when you apply the payment to an invoice, the $250.00 is deducted from the unapplied account in the general ledger and added to the receivables account of the fee on the invoice.
In an Accrual Environment, when you post a payment to the unapplied fee, the revenue is posted to the unapplied receivables account in the general ledger. After you post invoices and apply the payment to an invoice, the revenue is deducted from the unapplied account and moved to the revenue account of the invoice. For example, a payment of $250.00 can apply to the unapplied fee. Later, when you apply the payment to an invoice, the $250.00 is deducted from the unapplied account in the general ledger and added to the receivables account of the fee on the invoice.
- Under Manage Records, click the Transactions tab.
- Select Accounts Receivable Payments from the drop-down list and click Go .
- Click Add/Edit Payments.
- Select the payment to which you want to apply to an invoice and click Edit. You may need to filter by the customer's name or select All Users and All Periods under Posting Period.
- On the Unapplied Amount tab, select the payment you want to apply to an invoice and click Re-Apply Payment.
- On the Apply to Invoices tab, select the invoice you are applying the payment toward.
- Click on Applied Amount for the selected invoice and enter the amount of the payment that you want to apply to the invoice.
- Select Pay?.
- Repeat the last step until the remaining amount has been applied.
- Click OK, then Yes.
- When the Transfer Revenue window displays, review the information and make any necessary changes.
- Click Transfer Payment. This posts a journal entry to transfer the money from the unapplied fee account to the applied invoice fee accounts.