Receiving a Payment for an Open Item Account

Use the Received On Account window to enter accounts receivable payments.

Receiving a Payment for an Open Item Account

1. Display the Received On Account window.

2. Display the customer.

3. If this customer has job accounts, do one of the following:

1. • select the job account in the Job field

or

1. • Select ALL to apply a payment across job accounts.  Click here for the procedure.

4. Click the Open Invoices tab.

5. Fill in the fields on the screen. At a minimum, you must fill in Check # and Payment. The other fields are optional, but you may need to fill in some or all of them. For example, you can use the Allowance or Discount boxes to adjust the amount that will be applied as a payment to the account, or the Reference box to type an information note for the payment.

   Press TAB or use the mouse to click the field you want to enter.

   For a definition of each field, click here.

If option 3581 “Allow tender type selection for backoffice ROA payments” is set to Yes in Options Configuration, you can use the Tender Type field to select the payment method of the ROA.

6. Select the invoices that this check applies to. To select an invoice, click the box on the left, next to the Store field.
7. (Optional) If necessary, type an amount in the Allowance or Discount boxes to adjust the amount that will be applied as a payment to the account.  

Note:  if you enter an allowance and you have set up multiple allowance accounts, the Select Writeoff Account dialog box displays.  In the Department field, select the appropriate department from the drop-down list, or leave it blank and the system will use the default writeoff account from the Setup G/L Passoff window.  Then click OK.

8. Click Post or press ENTER to post the payment.

9. If there is an amount remaining that has not been applied to an invoice, a dialog displays.

10. If you want to create an unapplied payment, click the button to post the amount remaining as an unapplied payment.

11. (Optional) To print a receipt for the payment you just posted, click Misc and select "Print payment receipt." You must have a printer set up for ROA receiptsTo set up a printer for ROA receipts, do the following:
    1) From the Eagle Browser, click Utilities in the left Pane, then select Device Configuration. 2) Double-click on "Backoffice ROA," and select a Windows printer. .

The receipt prints based on the check number. If the same check number was already used the same day for the same customer, then the earlier items will be included on the receipt.  

• Change the terms discount amount on a specific invoice by typing over the terms discount amount that displays in the grid.
• If you have a list of invoices that you want to pay, you can easily enter the invoice numbers instead of searching for them in the grid. From the Action menu, click Invoices. Enter the invoice number in the Doc # box and click OK. The document displays in the grid. Repeat until you've entered all the invoice numbers, then click Cancel.
• A QuickTip video is available to help you learn about receiving a payment for an open item account. To view this QuickTip, go to http://www.activant.com/eagle-customer-support/, and click Training Browser. When the Training Browser displays, click Videos in the left pane, click Quick Tips, and then select Accounts Receivable.