Entering A/R Payments
Related Documents
Entering an AR Payment Across Multiple Folders
Distributing Portions of A/R Payments to Non-A/R or Unapplied
Entering an Insurance or Customer Payment
The payment screen can be accessed by selecting Accounting / Accounts Receivable / Payments (search for an existing payment record and then select the New button) or by clicking "Customer Payment" or "Insurance Payment" on the A/R tab of the customer folder.
The Payments screen will open. Select the radio button for the type of payment. The correct fields will load based on which type you select.
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Fill in all empty fields with the appropriate information. Based on whether you selected Insurance or Customer Payment, either the insurance company or the customer will automatically load in the search box for Check, Cash, Credit Card, and E-Check (you will need to manually select the EFT paid by).
Once you fill in the amount and click enter, the distribution lines will load below. In this example we are just entering one payment for one folder (if you have one payment for multiple folders see Entering an AR Payment Across Multiple Folders).
1. Leave the "Apply As" drop-down as "A/R". See Distributing Portions of A/R Payments to Non-A/R or Unapplied for more information.
2. Select the Claim No (if there is more than one estimate on that folder) to apply the payment to
3. The full amount due from Insurance or Customer (based on who you selected) will auto-load in the amount box. If it is a partial payment, erase this and enter in the payment amount.
4. Add a note (optional). For insurance payments, the claim # will auto-load as a note.
When the line Amount matches the total check amount you entered in the top section, the Save button will become active allowing you to save the payment.
The payment will now show as assigned to that Invoice in the A/R summary tab of the Folder.
Change Responsibility of a Payment
If you incorrectly entered a payment against an insurance company when it should have been a customer payment, or visa-versa, you do not need to reverse the payment. Instead you can use the "Change Responsibility" feature to switch from one party to the other. Simply select the payment line, right click and select "Change Responsibility" or click the "Change Responsibility" button.
The payment will now show under the other party.
Open the File Index screen from the Imaging menu. Browse to the document and click the AR Payment button on the Imaging Screen.
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Attaching an Image to a Payment
The Payments screen opens. From the Payments screen either:
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