Fields in the Settle Returns & Credits window -Apply to Sale view

Fields
Settle Returns & Credits window - Apply to Sale view

Customer
This field displays the name of the customer whose customer credit you selected in the Select from List window. This name can't be changed using this window; however, if you wish to view detailed information about the customer, click the zoom arrow to display the Profile view of the Card Information window.

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

If you click this field, Auto # will automatically display. 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 # is not 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 SJ prefix assigned to the number, so it's easy for you to distinguish the transaction as a Sales Journal transaction. If you choose to enter a number in the ID # field, the next time you record a payment from a customer, the ID # will automatically revert to the next available AccountEdge SJ number; it won't increase the number you entered by one.

Credit Amount
Accept the default amount, which is the amount that resulted from the transaction that created the customer credit or enter the amount of the customer credit you wish to apply. If you decide to change the default amount, you can only decrease it.

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

Memo

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

Note: If you assigned a category to the credit and to the applied invoice or order, they must match. If they don't or if either has no category, the sale does not appear in this list. Use the Sales Register window to find the invoice or order to which you will apply the credit. Then assign a category to one of the transactions so they do match.

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

OPEN: Invoices with a positive balance.

CLOSED: Invoices with a zero balance.

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

If you want to open 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 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 amounts, which were entered for this 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.

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 customer credit you want to apply to each sale in the list, or accept the default amounts that appear in this column. The default amount that appears in this column is either the total amount of one sale's remaining balance or the remainder of the customer credit amount.

You can distribute the customer credit amount to more than one sale.

Total Applied
The amount(s) you apply in the Amount Applied column will accumulate in the Total Applied field; the Total Applied amount must equal the amount that appears in the Amount Received field in the top half of the window before you can record the transaction.

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

If entering a finance charge results in an amount in the Out of Balance field, highlight a credit amount in the Amount Applied field. The amount in the Amount Applied field will be reduced by the amount of the finance charge.

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.

Credit Amount
This field displays the amount entered in the Credit Amount field entered in the top of the window. The amount in the Credit Amount field must equal the amount in the Total Applied field 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 Credit Amount 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.

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

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

Record button
Click this button to record the transaction you've made in this window.

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