Payments received by the account contact/customer should be applied to open invoices on a timely basis, no later than 15 days after the payment date, unless otherwise approved by your regional manager.
- Select Payment Processing Apply Account Payments.
The Unapplied Payments screen displays. View field definitions.
|Date||Date payment was made.|
Major Number/Major Name
Major account number and name.
|Customer Number/Customer Name||Reference number assigned to customer and the name of individual department or person responsible for payment.|
|Source||Where payment was made, e.g., LB = Lockbox, POS = Register.|
|Payment #||Check number of the payment. Click the Payment # link to view an image of the check and remittance pages.|
|Payment Date||Date of the check used to make the payment.|
|Original Payment||Dollar amount of the check.|
|Applied Amount||Dollar amount of the check that was applied to the bill.|
|Unapplied Amount||Outstanding amount that has not been applied.|
|A payment that has been applied and then unapplied.|
|Age||Number of days from today that the payment was received from the POS register or the bank.|
|Auto Bill||Not used.|
|Payment Adjustment Options|
Select an adjustment type:
- Select the Unapplied Amountthat you want to apply.
The Payment Application screen displays, listing all open transactions for the customer. View field definitions.
|Payment Amount/Date||Dollar amount of the payment you are applying and the date of the payment.|
|Account Balance||Current account balance.|
|Payment Number||System assigned number for the payment.|
|Amount Applied||Dollar amount of the payment applied to the balance.|
|Major Number/Name||Major account number and name.|
|Unapplied Payment||Dollar amount not yet applied as a payment. Click on the payment amount to apply that payment.|
Comment added to the payment record. When you add a comment (by selecting Add New), the following fields may be updated automatically:
|Select Customer||Displays the Find screen. Tell me how...|
|Sort||Displays a sort parameter page where you can select sort options from the list. You can also sort on a column by clicking that column name.|
|WinDSS #||POS system assigned number for the charge.|
|Tran Date||Transaction date.|
|Customer Number/Customer Name||Customer's number and name.|
|Student ID||Student ID number.|
|Trans Type||Transaction type.|
|Orig Amount||Dollar amount of the original payment.|
|Pay Amount||Amount to apply to the transaction.|
|Remaining||Balance remaining to be paid (if any).|
|Date Range||If necessary, you can select a range to view payments over the selected dates.|
|Select All||Use this to select all payments displayed in the list.|
A system response may display indicating that there are more than 500 transactions on an account.
If there are more than 500 transactions on an account and you want to work on that account, select Yes. Tell me how...
If you want to stay on the Payment Application screen to apply payments, select No.
- Refer to the table below for the next step.
|Apply the payment to all transactions.|
Click Select All in the header.
|Apply the payment to selected transactions.|
Click Select All next to the transaction line you want to pay.
|Apply the payment to transactions in a selected date range.|
CARRR places a checkmark next to all transactions within the date range you selected.
The payment is applied. The Unapplied Payments screen displays.
|Apply the payment to an open transaction when the check amount is less than the transaction balance.|
Contact the customer to determine the reason for the partial payment and continue to step 6.
- Refer to the table below for the next step.
If the check amount:
|Equals the charge amount(s) and you are finished applying the payments.|
|Is more than the charge amount and you want to refund the overpayment.||Tell me how...|
|Is less than the charge amount.|
- Select Add New to include additional information that is useful to know about the payment. Tell me how...
Note: View Comment displays when a comment has already been added.
- Repeat steps 2-4 for each payment you need to apply.
- Select Close.
Note: If you receive this message during payment application, it means the amount of transactions selected during payment application exceed the amount of funds available to apply.
In other words, you have applied more dollars for payment than what was paid.
When this message pops up, check the remittance and transactions selected to ensure the payment is being allocated to the correct charges and for the correct amounts.