Payments

Note: Payments for Receivables are currently view only; you can't add, edit, or delete them. We'll monitor your feedback throughout this time to determine next steps as we prepare for general availability. As you review this content, keep in mind it's written for users with add, edit, and delete permissions.

Clients send you payments to cover the cost of invoices for billing items. When you add a payment for a charge, you must associate it with a deposit.

To access the list of payments, go to Receivables, Payments. To change the column headers, select Columns, select what to include, and select Apply changes. You can also reorder the columns in the list by dragging and dropping the column headers.

To quickly locate the payment you want in the list, use the search or filters.

  • To find and open a specific payment, search for it by payment ID and select it in the results.

    Tip: If you don't know the exact ID, search by partial number.

  • To view only payments that share specific criteria such as such as payment date or post date, filter the list. From the Filters list, select the criteria of the payments to work with and select Apply filters.

When you add a receivable payment, enter details such as the deposit, client name, and amount. To apply it to a charge, click in the Apply to field and select Show all.

  1. From Receivables, Payments, select New.

  2. Enter the payment details you need, such as the client's name, payment date, post date, and description.

  3. After you select the payment method, additional fields display based on your selection. For example, if you select "Credit Card," enter the card type, number, and expiration date.

  4. To apply the payment to the client's outstanding charge, click in the Apply to field and select Show all.

    Tip: If Apply to remains disabled, the client doesn't have outstanding charges.

    1. In the Applied column, enter the amount to pay each charge. For example, you can split a $50 payment by applying $25 to charge 587 and applying $25 to charge 912.

    2. To reduce the charge balances, select Apply.

  5. Under Distributions, specify debit accounts, classifications using grants or transaction codes, and custom fields for reporting purposes. You can also select to distribute the information evenly or by percent. For more information, see Payment Distributions and Distributions.

  6. To add custom fields for the payment, select Add custom fields. Use these to add additional info and further filter payments when you search for them. For more details, see Custom Fields.

  7. Save the payment. If you want to enter another new one, select Save and add new.

To edit a payment, first open the payment's record. On the Overview tab, Summary box, select the pencil.

Note: It's important to remember you can't edit a payment if the associated deposit's status is Pending approval or Approved. You must re-open the deposit to edit the payment. For details about re-opening deposits, see Deposit statuses.

Depending on the post status for the payment and its deposit, Delete or Void displays on the record.

Note: You must have permissions to delete and void a payment, and edit its deposit.

  • To delete an open payment before it's posted, select Delete. The payment is no longer associated with the deposit and is removed.

    Tip: You can't delete posted payments or any payments associated with a closed deposit.

  • To void a posted payment, select Void. If its deposit is closed, create a bank adjustment for the deposit or reduce the amount. Before voiding, select a post status and enter void and post dates.

    Tip: You can't void a payment for a cleared or reconciled deposit.

To open a payment record, select it in the list of payments from Receivables, Payments. The Overview and Distributions tabs display for you to view and edit additional info.

  • Overview — Review the cards for info about the payment's balance, date, associated deposit, and who last changed the payment. You can also add custom fields for the payment. For more details, see Custom Fields.

  • Distributions — Distributions determine the amounts to allocate to accounts and projects for the payment. You can select default distributions for new payments or enter them manually when you add a new payment. For details about distributions, see Payment Distributions and Distributions.