|
|
|
Customer Payments
This function allows you to enter and monitor Customer Payments. These payments, along with Customer Deposits and any Credits can be applied to Customer Invoices.
List Tab
Display fields
The displayed fields are taken from the Customer Payment information entered into the ‘Detail’ tab. The selection of which fields to display is at the user’s discretion. To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’. On the displayed panel you can:
|
• |
Click on the ‘Show field’ checkbox to display the field |
|
• |
Amend the column heading by changing the content of ‘Display Label’ |
|
• |
Define the sort sequence of the records by going to the lower panel and dragging the field from ‘Available Fields’ to ‘Sort By’. |
|
• |
Click the ‘Save’ Button when done. |
Data Display Options
Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.
Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:
|
• |
To sort the data in a selected column simply click on the column heading. Clicking against will sort in descending order. |
|
• |
Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom ) to enter detailed selection criteria. |
Include Fully Paid Status - If this is checked then the displayed list will include those Customer Payments that have been fully ‘matched’ to Invoices.
Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed. To revert back to displaying all records click on the ‘Eraser’ Icon
Buttons
Close: This will close the Customer Payments screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.
Add: This will bring up the ‘Detail’ tab for entry of a new Payment record.
Save: Not applicable to the List panel
Cancel: Not applicable to the List panel
Delete: This removes the current Payment record from this table if it has not been applied to an Invoice. If it has already been applied then you should first un-apply it by going into the 'Detail' screen and clicking on the 'History' tab. See the 'History' sub tab (below) for more details.
Related: This will bring up a list of functions that are related to Customer Payments. You may open and maintain information in those screens whilst still remaining in the Customer Payment screen.
Reports: This will bring up a list of Reports that are related to Customer Payments. You can immediately run the report whilst still remaining in the Customer Payment screen.
Detail Tab
Entry and Display fields
Payment No: This is a unique number automatically allocated by the program. It cannot be amended.
Payment Date: This is the date the Payment was received and is prefilled with the system date. You may amend this by overtyping the date or selecting a date from the drop-down calendar. Upon posting this Payment a check will be made to ensure that this date is after the ‘Cut-Off’ date as set up in File>Financial Configuration>Cut-off dates.
Status: This is the status of the Payment and is maintained by the program. The displayed variants are:
Received - The Payment has been registered
Partially Applied - The Payment has been partially applied to an Invoice
Fully Applied - The Payment has been fully applied to an Invoice
Customer: From the drop-down list selected the Customer that made this Payment.
Payment Style: From the drop-down list select the type of payment that you wish to work with. The options are:
|
• |
Received Payment |
|
• |
Match Credits to Invoices |
|
• |
Use Customer Deposit |
Note:
|
• |
For ‘Received Payment’ the record is created and maintained here |
|
• |
For ‘Match Credit to Invoices’ the Credit will have already been created using the ‘Batch Invoicing’ or ‘Direct Invoicing’ screens. You can select the specific Credit from the drop-down list in the next field. |
|
• |
For ‘Use Customer Deposit’ the Deposit will have already been created using the ‘Customer Deposit’ screen. You can select the specific Deposit from the drop-down list in the next field. |
Credit No or Deposit No: This will be visible if you are Matching Credits to Invoices or matching Customer Deposits to Invoices. From the drop-down list select the specific Credit or Deposit that is to be allocated to an Invoice.
Banking Method: (Display Only) This is the Banking Method linked to the Payment Method selected. The options are:
Directly to Account: Posting will occur upon update in this screen
Using Bank Deposit: Posting will occur when banked through the Bank Deposit routine
Payment Method: From the drop-down list select the method by which the Payment was made. Payment Methods are user-defined under File>Financial Configuration>Payment Methods.
Payment Reference: Open-format field for you to enter any identifying reference to the Payment. No checks are made on this entry.
Account for Payment: From the drop-down list select the Account to which the Payment will be made. Payment Accounts are user-defined under File>Financial Configuration>Payment Accounts.
Payer Name: Payer Name taken from the above Customer record. This may be amended here if required
Payer Bank Name: Payer Bank Name taken from the above Customer record. This may be amended here if required
Payer Branch Name: Payer Branch Name taken from the above Customer record. This may be amended here if required
Reference: Enter a brief description of the Payment. No validation checks will be carried out on this field.
Payment Discount: This defines the type of discount that will be applied to Invoices in the ‘Apply to Invoices’ tab. Select the Discount type from the drop-down list. The options are:
|
• |
Terms Percentage: The Discount taken from the Terms that are linked to the individual Invoices |
|
• |
Fixed Percentage: All Invoices will have the percentage entered into the next field applied to them. |
|
• |
No Discount: No discounts will be applied to the Invoices |
Fixed Percentage: This field is only visible if ‘Fixed Percentage’ was selected against ‘Payment Discount’. Enter the percentage discount that will be applied to all Invoices in the ‘Apply to Invoices’ tab.
Finance Charge: If a Finance Charge is to be applied then select the Charge Style from the drop-down list. The options are:
|
• |
Fixed Percentage |
|
• |
Fixed Amount |
Fixed Percentage: Only visible if 'Fixed Percentage' is selected as the 'Finance Charge' Style. It is a display only field that shows the Finance Charge Percentage held against the selected Payment Method
Currency Code: Prefilled with the currency code for this Customer but can be amended by selecting another currency from the drop-down list
Exchange Rate: Prefilled with the exchange rate taken from the Exchange Rate table for the currency. This rate can be over-ridden if required
Received Amount: Enter the amount received against this Payment.
Discount Given: Display only field showing the sum of the Discount Amounts entered into the ‘Apply to Invoices’ tab
Total Applied Amount: Display only field showing the sum of the applied amounts entered into the ‘Apply to Invoices’ tab
Payment Rounding: This facility enables you to ‘close off’ payments where the amount paid is at variance to the applied Invoices - the variance amount being posted to its own account.
By default Ostendo will close off (amend status to ‘Fully Paid’) if the difference is 0.01 You can amend this to any value as required.
Charge Amount: If the Finance Charge is 'Fixed Percentage' based then you cannot amend the value in this field. If the Finance Charge is 'Fixed Amount' based then you may enter the Charge Amount in this field.
Outstanding Balance: Display only field showing the amount of this Payment that has not yet been applied.
Notes sub-Tab
Notes: You can enter unlimited amount of Notes relating to this Payment. Whenever you click on this field an icon will appear in the top-right. By clicking on this Icon you can bring up the Frequently Used Text table. Select the text to be copied and either press the OK Button in that screen or double-click the selected record.
History sub-Tab
This panel shows the history of where the Payment has been allocated.
Invoice Number: Display only field showing the Invoice to which this Payment has been applied.
Invoice Date: Display only field showing the date of the Invoice.
Invoice Total: Display only field showing the full amount of the Invoice.
Discount Given: Display only field showing the discount given against the Invoice.
Applied Amount: Display only field showing the amount of this Deposit that has been applied to this Invoice.
Payment Currency: Display only field showing the currency of the paid amount that has been applied to this Invoice.
Payment Exchange Rate: Display only field showing the Exchange Rate of the Payment that was used against this Invoice.
Invoice Currency: Display only field showing the currency of the Invoice amount that has been applied to this Invoice.
Invoice Exchange Rate: Display only field showing the Exchange Rate that was used against this Invoice.
Delivery Customer: Display only field showing the customer name for this invoice.
Buttons
Close: This will close the Customer Payments screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.
Add: This will present a blank ‘Detail’ screen for entry of a new Payments record
Save: This will save the current data without exiting the screen
Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.
Delete: If you are un-applying a Payment then highlight the applied Invoice in the 'History' tab and click on this button. Ostendo will create reversed Financial transactions and remove this history record
Related: This will bring up a list of functions that are related to Customer Payments. You may open and maintain information in those screens whilst still remaining in the Customer Payment screen.
Reports: This will bring up a list of Reports that are related to Customer Payments. You can immediately run the report whilst still remaining in the Customer Payment screen.
Apply to Invoices tab
This screen shows - for the selected Customer - all Invoices that have outstanding payments held against them. For the current Payment displayed at the top of the screen you can apply selected amounts against one or more Invoices. If the total applied amount is within the ‘Payment Rounding’ tolerance then - upon saving - the status of the Payment record will be amend to ‘Fully Paid’. If the Payment has only been partially applied then the status will be amended to ‘Partially Paid’.
Customer: Display only field showing the Customer of the Payment, Deposit or Credit being applied.
Unapplied Amount: Display only field showing the initial unapplied amount from this Payment, Deposit or Credit being applied.
Pending Amount: Display only field showing the sum of the amounts that have been ‘checked’ in the list below. (I.e. Amount ‘matched’ but not yet ‘Posted’).
New Balance: Display only field showing the ‘Unapplied Amount’ minus the ‘Pending Amount’
Data Display Options
Field Position - On this screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.
Input and Display
Select: ‘Check’ the checkbox if you wish to select this Invoice for matching. You have the option to select or unselect all displayed Invoices by clicking the appropriate button at the bottom of the screen. When selecting an Invoice then the Applied Amount field will prefill with either the ‘Unallocated Payment Amount’ or the ‘Outstanding Invoice Amount’ whichever is the lesser of the two.
Invoice Number: Display only field showing the Invoice to which this Deposit has been applied.
Invoice Date: Display only field showing the date of the Invoice.
Invoice Due Date: Display only field showing the due date of the Invoice.
Invoice Outstanding: Display only field showing the current outstanding amount against the Invoice.
Discount Given: Enter the amount of discount you are giving against this Invoice.
Applied Amount: Enter the Amount that you are applying to this line. Alternatively you can ‘check’ the Select checkbox to the left of the line and this field will prefill with either the ‘Unallocated Payment Amount’ or the ‘Outstanding Invoice Amount’ whichever is the lesser of the two.
Balance: Display only field showing the Balance Due against this Invoice taking into account the applied payment and discount given.
Currency: Display only field showing the currency code used in this Invoice.
Site Name: Display only field showing the Site Name code used in this Invoice.
Delivery Customer: Display only field showing the customer for this Invoice.
Group Order Number: Display only field showing the order number for this Invoice.
DirectPurchaseRef: Display only field showing the Purchase Reference for this order.
Buttons
Select all Invoices: Selecting this button will ‘check’ all the Invoices in the main panel
De-select all Invoices: Selecting this button will ‘un-check’ all the Invoices in the main panel
Update selected Invoices: All the ‘checked’ lines will be ‘Posted’ and both the Payment and Invoice records updated
Close: This will close the Customer Payments screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.
Related: This will bring up a list of functions that are related to Customer Payments. You may open and maintain information in those screens whilst still remaining in the Customer Payment screen.
Reports: This will bring up a list of Reports that are related to Customer Payments. You can immediately run the report whilst still remaining in the Customer Payment screen.