How to enter a Payment.

At some point in time an invoice payment is expected.  Users given the right to issue invoices can also enter the payment.  To learn more about giving user rights to invoices, read, 'Who can view invoices?'

When an invoice is paid in full the status of the invoice changes from 'UnPaid' to 'Paid.'

Here are the steps involved to enter a payment for an invoice with the status, 'UnPaid.'

First open the 'Contacts' window.  Click the 'Contacts' menu bar selection.

Next, select the contact that has sent the payment for an issued invoice.  Click the row of the contact in the list.  The contact card appears.

After the contact card is open, click the 'Show Invoice List' button.  It is located near the bottom right hand corner.

Below is a slide of the contact card, 'JP Restaurant inc.'

The 'Invoice list' window opens.  In this window the user may view the status of all the invoices to be issued to the particular contact, invoices paid and invoices unpaid.

The 'Show Invoice List' window is illustrated for the contact, 'JP Restaurants' in the slide below.

Next, click the 'Apply Payments' button.  This step opens up a small 'Deposit Slip' window.

The next slide shows the 'Deposit Slip' window for the contact, 'JP Restaurants inc.'  

First, enter the deposit number in the top left field.  The field is labelled, 'Deposit.'  This number is issued at the time the payment was cashed at the bank.

Second, enter the date of the deposit.  Enter the year, month and day.  In this example Janet Taylor entered, 2001-04-24.

Third, select the bank account that the deposit was made.  The bank account name is, '1050 - Bank No. 210.' 

The next steps are required to enters the amount of the payment.  In the far right column are total amounts owing from issued invoices to the contact. 

If the payment is in full the right field has the same amount as the field labelled, 'Sold.'  In this case, no adjustment is required.  If a partial payment was made then enter the amount of the payment in the most right field labelled, 'Paid.'.  

It is also possible to have a payment that includes several invoices.  In this case, adjust the payment paid for each of the listed invoices issued.  The total of all the 'Paid' fields should add up to the amount of the payment.

The final step is to save the changes made in the 'Deposit' window.  Click the button labelled, 'Process Payments.'

Click the 'Process Payment' button.  A pop-up window appears asking you to confirm your choice to save the deposit entry.  Click the 'OK' button.

Below is the Contacts 'Invoice' window.  The status of the paid invoice is 'Paid.'

To enter payments received from other contacts repeat the above steps.  Always begin in the 'Contacts' window. 

Related topic:

Learn what GL account entries are involved when an invoice is paid.  Read, 'How is an Invoice transformed into GL account Entries'

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