Fields in the Receive Payments window

Fields
Receive Payments window

Deposit to Account button
Click this button if you wish to record a customer payment directly into an account; an individual cash-receipts transaction will be recorded in the account.

Enter the account you wish to use as the account where the customer payment will be recorded. Use the search button to search your list of checking accounts.

Balance
This field displays the current balance of the checking account you selected in the Deposit to Account field. If you wish to display the Find Transactions window to view more detailed information about the checking account, click the zoom arrow.

Group with Undeposited Funds button
Click this button to record a customer payment into the undeposited funds account, an individual cash-receipts transaction is recorded in the undeposited funds account -- not directly to your checking or credit card accounts. After you've grouped all of the cash-receipts transactions you wish, you can then make a bank deposit which will include a group of cash-receipts transactions that you select.

The account you selected as your Checking Account for Undeposited Funds using the Accounts & Banking Linked Accounts window is displayed to the right of the button.

Customer
Enter the name of the customer whose payment you wish to apply, or click the search icon to display a list of customers to choose from. If you wish to view detailed information about the customer you've entered, click the zoom arrow to display the Profile view of the Card Information window.

After you enter a customer name, all sales for the customer are displayed in the scrolling list. Open sales are displayed at the top of the list, followed by orders and then by closed sales (if you've marked the Include Closed Sales selection).

ID #
When you begin to create a transaction in this window, this field automatically displays the next AccountEdge CR (Cash Receipts) number available.

If you click this field, Auto # will appear. If you're using AccountEdge on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. Auto # isn't displayed once you enter a number in the field or move to another field.

If you choose to enter a number here, consider leaving the CR prefix assigned to the number, so it's easy for you to distinguish the transaction as a Cash Receipts Journal transaction. If you choose to enter a number in the ID # field, the next time you record a customer payment, the ID # will automatically revert to the next available AccountEdge CR number; it won't increase the number you entered by one.

Date
Enter a date for this transaction or accept the default date. Select the space bar if you'd like to enter a date using AccountEdge's Calendar window.

Amount Received
Enter the amount of the payment.

If you've selected Receive Payment through the Sales Register, the invoice amount will appear automatically in this field. You can change this amount, if you wish.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Payment Method
Select the method of payment for the transaction, if you wish.

If you've selected a payment method for a customer using the Payment Details view - Customer of the Card Information window, the payment method will automatically be selected. You can change it, if you wish.

Details button
If you've entered a payment method in the Payment Method field, click the Details button, if you wish, to open the Applied Payment Details window and enter additional information about the payment.

If you've selected a payment method for a customer using the Payment Details view - Customer of the Card Information window, depending on the payment method selected, some details about the payment method will automatically be entered. You can change the details, if you wish.

Memo
Using up to 255 characters, enter a description of the transaction. This description will appear on various AccountEdge reports, as well as the Receipts Journal.

Invoice # / Cust PO # column
This column displays either the numbers assigned to each of the customer's sales, or the numbers of each of the purchase orders that the customer has given to you. The numbers that appear depend upon whether you've marked the box labeled Show Customer Purchase Number in Receive Payments in the Sales view of the Preferences window.

Status column
This column displays the status of each of the sales in the list.

OPEN: Sales transactions with a balance still owed.

CLOSED: Sales transactions with a zero balance (that is, sales that have been fully paid).

ORDERS: Sales assigned an Order status in the Sales window.

If you want to open the Bill view of the Find Transactions window to view more detailed information about a specific sale, click the zoom arrow next to the sale's status.

Date column
This column displays the date that each of the sales in the list was recorded.

Amount column
This column displays the current amount due for each of the sales in the list.

Discount column
Enter early-payment discounts for each of the sales in this list, or accept the default amount, which was entered for this customer using the customer terms for the sale.

Enter a discount amount only when you're settling the entire remaining balance of a sale. If you enter a discount on a partial payment of a sale's remaining balance, that discount won't be recorded. For example, if you enter a $2 discount on $100 sale, the total due amount is $98. However, if you apply only $75 to the sale, the discount won't be calculated; $25 will be the remaining balance of the sale.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Total Due column
This column displays the total amount due for each sale in the list. This amount is calculated by subtracting the amount in the Discount column from the amount in the Amount column.

Amount Applied column
Enter the amount of the payment you want to apply to each sale in the list, or accept the default amounts that appear in this column.

In order to display default amounts, use the Sales view of the Preference window to choose the preference Apply Payments Automatically to the Oldest Invoice First. The default amount that appears in this column is either the total amount of one sale's remaining balance or the remainder of the payment amount, if the payment amount is less than the invoice amount it's been applied to.

If you've selected Receive Payment through the Sales Register, the invoice amount will appear automatically in this field. You can change this amount, if you wish.

You can distribute the payment amount to more than one sale.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Total Applied
The amount(s) you apply in the Amount Applied column will accumulate in the Total Applied field.

Finance Charge
Enter the amount you wish to apply to the customer's finance charges.

When you click Record, the balance of the account you entered in the Income Account for Late Charges field of the Sales Linked Accounts window will be increased.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Total Received
This field displays the amount entered in the Amount Received field. The amount in the Total Received field must equal the amount in the Total Applied and Finance Charge fields before you record the transaction. In other words, the Out of Balance field must be zero before you record.

Out of Balance
This field displays the difference between the amount in the Total Received field and the total of the amounts in the Total Applied field and the Finance Charge field. The Out of Balance amount must be zero before you record.

Include Closed Sales
Mark this selection if you want to display closed sales in the scrolling list.

Receive All
Click this button to apply a customer payment to all open invoices for a particular customer. The open invoice amounts will appear in the Amount Applied column and the total amount will appear in the Amount Received field at the top of the window.

Exchange Rate button
This button displays the currency that is used for the transaction. Click the button to open the Exchange Rate window.

This button appears only if you marked the I Deal in Multiple Currencies option in the System view of the Preferences window.

Journal button
Click this button to open the Transaction Journal window; the Receipts view is selected. Recorded transactions can be found using this window.

Register button
Click this button to open the Bank Register window where you can enter and view all your transactions for asset accounts with checking privileges or liability accounts with credit card privilege from one window.

Record button
Click this button to record the payment amount in the Cash Receipts Journal, increase the checking account you selected at the top of the window and decrease the customer's accounts receivable balance. If the payment was applied to an order, rather than an invoice, your linked receivables deposits account is increased.

Cancel button
Click this button to remove all the entries you've made and close the window.

If you're viewing a previously recorded transaction, clicking this button will close the window.