Add Payments

In Receivables, you can add payments to apply to a client's invoices.

Tip: To apply a payment to a client's outstanding charge or invoice, you must save the payment and then apply it from the payment's record page.

  1. From Receivables, Deposits, locate the deposit you want to associate with the payment.

  2. From the deposit row's menu, select Add payment.

    Tip: If Add payment doesn't display from the menu, the deposit is either Closed or Posted.

  3. Enter the payment details you need, such as client name, payment date, source, and payment method.

  4. 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 expiry date.

  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.

    Note: The distributions you view are determined by the Use a single receivables summary account and never post applications business rule from Receivables, Settings. For more details, see General.

  6. For Interfund entry set, select a set to balance accounts if the debit and credit accounts aren’t in the same fund. For more details, see Interfund Sets.

  7. Under Receipts, select the print status and enter the information to print on the receipt. For example, you can enter "Sent a copy of receipt to your employer for matching gift."

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

  9. To split the payment amount with a misc payment, select Add misc payment. Enter the misc payment details you need, such as amount and category, and select Save.

    Tip: Splitting receivable and misc payments provides a way to accurately track revenue for a client and simplifies the reconciliation process. You can include multiple misc payments, but the amounts can't exceed the receivable payment amount.

  10. Save the payment.