Charge Records

To view a record from Receivables, Charges, select the charge ID. The Overview, Distributions, and Applications tabs display display for you to view and edit additional info, or delete and reverse the charge if necessary.

Note: The ability to work with charges is in Limited Availability (LA) for some of our customers. Look for full support in a future release, including charge distributions and applications.

• Add payments and credits — To apply a payment or credit to the charge, select Add payments and credits. From the list of transactions, select the checkbox next to transactions to apply to the charge, then select Save. From the charge record, make sure the status displays the correct applied amount and balance. From the Applications tab, you can also view the transactions you applied.

  To automatically apply the payment or credit to the charge in the first row, select Apply automatically. If the amount exceeds the charge amount, the payment or credit is deducted from subsequent rows until the balance is $0.

  Note: Don't see this yet? Applications is in Limited Availability (LA) for some of our customers. Look for full support and general availability in a future release.

  Note: In a future release, you'll be able to add applications for third-party billing.

• Unapply all — To remove all payments and credits for the charge, select Unapply all. On the Applications tab, the transactions are removed and the Overview tab displays the updated applied amount and balance.

  Tip: Unapply all only displays when payments and credits have been applied to the charge.

• Adjust — To adjust a posted charge, select Adjust. Enter the adjustment details, including the new date and reason, then save.

  Tip: Make an adjustment to a charge when you need to offset an incorrect post and add a new one with new distributions. If the charge hasn't posted, select Edit to instead make changes to the charge record.

  When adjusting a charge:

  • You must have applicable permissions.

  • The charge's status must be Posted.

  • You can only make an adjustment when all other adjustments have posted for the charge.

  • You can delete an adjustment if it hasn't posted.

  • You can't adjust a charge with a Sales tax billing item.

  • You can't adjust a charge with an application. You must remove the applications, adjust the charge, and then apply applications again.

• Delete — Delete a charge when it was added inadvertently or no longer needed.

  • Unposted charge — To delete a charge you no longer need, select Delete. The charge is removed and no longer associated with the client.

  • Posted charge — To reverse (or refund) a posted charge, select Delete. After confirming, enter a reversal date for the journal entry that automatically generates the next time you post. To complete the changes, select Save.

  If a charge has unposted adjustments, you must post them first before deleting.

• Overview — Review charge details including amounts and balances, notes, custom fields, and billing item info.

• Distributions — Reference the distributions for the charge including the debit and credit accounts and amounts. Distributions determine the amounts to allocate to accounts and projects for the charge. For details about distributions, see Distributions and Charge and Invoice Line Item Distributions.

• Applications — Review applications to confirm the payments and credits that have been applied to the charge, as well as unapplied balances. To open a payment or credit, select it under Transaction.