Receiving Payment for Sales Orders

Process Definition: Process in Deacom: Regular Payments with NO MODIFICATIONS (must be invoiced) Regular Payments with MODIFICATIONS that are being written off (must be invoiced) Regular Payments FOR LESS THAN INVOICE (must be invoiced) Regular Payments with SHORT PAY AND YOU ARE WRITING IT OFF (must be invoiced) Regular Payments with SHORT PAY WITH A RE-BILL OF DIFFERENCE (must be invoiced) Pre-Payments for the Total Amount (sales order entered; but not invoiced) Pre-Payments for Less than the Total Amount (sales order entered; but not invoiced) Applying Payment on Account to the Customer (no sales order entered)

The Sales Order Payments process is used to process checks and other funds remitted by customers against unpaid, invoiced sales orders and credits or debits (other charges).

Process Definition:

The Sales Order Payments process is used to process checks and other funds remitted by customers against unpaid, invoiced sales orders and credits or debits (other charges). The Pre-payments option of Sales Order Payments Report Type is used to process checks or other funds received from customers against sales orders before the orders have been invoiced. 

Sale Order Payments are used to record payment.   The types of payments are:

1. Regular Payment – customer is paying an invoice.
2. Pre-Payment – customer is paying before they are invoiced.  Examples of this would be a deposit made on the order.
3. Payment on account.  Example Payments on Account are used when checks do not note which invoices are being paid.

Note: Alternatively, pre-payments can be processed from the Sales Order Payments screen at time of sales order entry or when modifying the un-invoiced sales order, using the Invoice/Pre-pay check box on the order header screen.

Process in Deacom:

Regular Payments with NO MODIFICATIONS (must be invoiced)

1. Navigate to Accounting > Cash Receipts.
2. Choose “Regular Payments” as the ‘Report Type’.
3. Complete the pre-filter as needed; normally choosing a ‘Bill-To Customer’.
4. Confirm the correct ‘Cash Account’ is chosen.
5. Click View.
6. Use the Move or Move All buttons to move the invoices to be paid over to the right side.
7. Note any discounts taken - if it is apparent that the payer has taken a terms discount because the check is less than the balance field displayed on the invoices to pay select either:
   1. Take discount - if the customer has taken the terms discount even if they are outside the terms.
   2. Use order Setting (most frequent) - this is based on the term’s codes on the sales order.
   3. No discount.
8. Click Apply.
   1. Enter a 'Reference Number', which is normally customer's check number.
      1. Optionally, enter a ‘Deposit Number’, which is normally used for lock box or wire transfer number.
   2. Verify 'Date Paid' which is used for the GL Posting.
   3. Choose a 'Payment Type' - cash, check, credit card, etc.
      1. Note: if choosing a credit card - you need to enter the credit card number in the 'Bill-To Credit Card' field
   4. Confirm the ‘Cash Account’.
   5. Click Continue.

Regular Payments with MODIFICATIONS that are being written off (must be invoiced)

This type of payment method is used for write-offs. This remaining amount will not be collected from the customer. For allowable deductions, this method would be used. For example, the invoiced amount was $10, and the customer paid $9.50, instead of having the customer pay the rest, you will write it off to an expense account.

1. Navigate to Accounting > Cash Receipts.
2. Choose “Regular Payments” as the ‘Report Type’.
3. Complete the pre-filter as needed; normally choosing a ‘Bill-To Customer’.
4. Confirm the correct ‘Cash Account’ is chosen.
5. Click View.
6. Use the Move or Move All buttons to move the invoices to be paid over to the right side.
7. Note any discounts taken - if it is apparent that the payer has taken a terms discount because the check is less than the balance field displayed on the invoices to pay select either:
   1. Take discount - if the customer has taken the terms discount even if they are outside the terms.
   2. Use order Setting (most frequent) - this is based on the term’s codes on the sales order.
   3. No discount.
8. Highlight the order with the adjustment and click Modify Amt.
   1. Click Add.
      1. Choose an ‘Account’ to write off the expense.
      2. Enter an ‘Amount’.
      3. Click Save and Exit.
   2. Click Save and Exit.
9. Click Apply.
   1. Enter a 'Reference Number', which is normally customer's check number.
      1. Optionally, enter a ‘Deposit Number’, which is normally used for lock box or wire transfer number.
   2. Verify 'Date Paid' which is used for the GL Posting.
   3. Choose a 'Payment Type' - cash, check, credit card, etc.
      1. Note: if choosing a credit card - you need to enter the credit card number in the 'Bill-To Credit Card' field
   4. Confirm the ‘Cash Account’.
   5. Click Continue.

Regular Payments FOR LESS THAN INVOICE (must be invoiced)

This type of payment will be used for a short payment where the customer will be paying the remainder of the balance. For deductions not allowed, this method would be used. Example: if the invoiced amount was $1,000 and the customer paid $500, the order will stay open until the customer pays the rest of the amount.

1. Navigate to Accounting > Cash Receipts.
2. Choose “Regular Payments” as the ‘Report Type’.
3. Complete the pre-filter as needed; normally choosing a ‘Bill-To Customer’.
4. Confirm the correct ‘Cash Account’ is chosen.
5. Click View.
6. Use the Move or Move All buttons to move the invoices to be paid over to the right side.
7. Note any discounts taken - if it is apparent that the payer has taken a terms discount because the check is less than the balance field displayed on the invoices to pay select either:
   1. Take discount - if the customer has taken the terms discount even if they are outside the terms.
   2. Use order Setting (most frequent) - this is based on the term’s codes on the sales order.
   3. No discount.
8. Highlight the order with the adjustment and click Modify Amt.
   1. Enter the amount paid in the 'Set Total Amount' and tab out of the field.
      1. Note: The amount not paid will remain open on the sales order until collected or written off.
   2. Click Save and Exit.
9. Click Apply.
   1. Enter a 'Reference Number', which is normally customer's check number.
      1. Optionally, enter a ‘Deposit Number’, which is normally used for lock box or wire transfer number.
   2. Verify 'Date Paid' which is used for the GL Posting.
   3. Choose a 'Payment Type' - cash, check, credit card, etc.
      1. Note: if choosing a credit card - you need to enter the credit card number in the 'Bill-To Credit Card' field
   4. Confirm the ‘Cash Account’.
   5. Click Continue.

Regular Payments with SHORT PAY AND YOU ARE WRITING IT OFF (must be invoiced)

This would be used if a customer is paying multiple invoices and is short paying. The customer did not specify which invoice has the short payment. This moves the short pay to the account specified on the Short/Over Pay item.  

Note: the Bill-To Company must have a ‘Short/Over Pay Part’ selected on their customer record. 

1. Navigate to Accounting > Cash Receipts.
2. Choose “Regular Payments” as the ‘Report Type’.
3. Complete the pre-filter as needed; normally choosing a ‘Bill-To Customer’.
4. Confirm the correct ‘Cash Account’ is chosen.
5. Click View.
6. Use the Move or Move All buttons to move the invoices to be paid over to the right side.
7. Note any discounts taken - if it is apparent that the payer has taken a terms discount because the check is less than the balance field displayed on the invoices to pay select either:
   1. Take discount - if the customer has taken the terms discount even if they are outside the terms.
   2. Use order Setting (most frequent) - this is based on the term’s codes on the sales order.
   3. No discount.
8. Click Short/Over Pay.
   1. Enter the ‘Check Total’.
   2. Click Apply.
9. Click Apply.
   1. Enter a 'Reference Number', which is normally customer's check number.
      1. Optionally, enter a ‘Deposit Number’, which is normally used for lock box or wire transfer number.
   2. Verify 'Date Paid' which is used for the GL Posting.
   3. Choose a 'Payment Type' - cash, check, credit card, etc.
      1. Note: if choosing a credit card - you need to enter the credit card number in the 'Bill-To Credit Card' field
   4. Confirm the ‘Cash Account’.
   5. Click Continue.

Regular Payments with SHORT PAY WITH A RE-BILL OF DIFFERENCE (must be invoiced)

This would be used if a customer is paying multiple invoices and is short paying. The customer did not specify which invoice has the short payment. This moves the short pay to the account specified on the Short/Over Pay item.  

Note: the Bill-To Company must have a ‘Short/Over Pay Part’ selected on their customer record.  

1. Navigate to Accounting > Cash Receipts.
2. Choose “Regular Payments” as the ‘Report Type’.
3. Complete the pre-filter as needed; normally choosing a ‘Bill-To Customer’.
4. Confirm the correct ‘Cash Account’ is chosen.
5. Click View.
6. Use the Move or Move All buttons to move the invoices to be paid over to the right side.
7. Note any discounts taken - if it is apparent that the payer has taken a terms discount because the check is less than the balance field displayed on the invoices to pay select either:
   1. Take discount - if the customer has taken the terms discount even if they are outside the terms.
   2. Use order Setting (most frequent) - this is based on the term’s codes on the sales order.
   3. No discount.
8. Click Short/Over Pay.
   1. Enter the ‘Check Total’.
   2. Check ‘Create Re-Billing SO’.
   3. Click Apply.
      1. Note: The new Sales Orders is created.
9. Click Apply.
   1. Enter a 'Reference Number', which is normally customer's check number.
      1. Optionally, enter a ‘Deposit Number’, which is normally used for lock box or wire transfer number.
   2. Verify 'Date Paid' which is used for the GL Posting.
   3. Choose a 'Payment Type' - cash, check, credit card, etc.
      1. Note: if choosing a credit card - you need to enter the credit card number in the 'Bill-To Credit Card' field
   4. Confirm the ‘Cash Account’.
   5. Click Continue.

Pre-Payments for the Total Amount (sales order entered; but not invoiced)

1. Navigate to Accounting > Cash Receipts.
2. Choose “Pre-Payments” as the ‘Report Type’.
3. Complete the pre-filter as needed; normally choosing a ‘Bill-To Customer’.
4. Confirm the correct ‘Cash Account’ is chosen.
5. Click View.
6. Use the Move or Move All buttons to move the invoices to be paid over to the right side.
7. Click Apply.
   1. Enter a 'Reference Number', which is normally customer's check number.
      1. Optionally, enter a ‘Deposit Number’, which is normally used for lock box or wire transfer number.
   2. Verify 'Date Paid' which is used for the GL Posting.
   3. Choose a 'Payment Type' - cash, check, credit card, etc.
      1. Note: if choosing a credit card - you need to enter the credit card number in the 'Bill-To Credit Card' field
   4. Confirm the ‘Cash Account’.
   5. Click Continue.

Pre-Payments for Less than the Total Amount (sales order entered; but not invoiced)

1. Navigate to Accounting > Cash Receipts.
2. Choose “Pre-Payments” as the ‘Report Type’.
3. Complete the pre-filter as needed; normally choosing a ‘Bill-To Customer’.
4. Confirm the correct ‘Cash Account’ is chosen.
5. Click View.
6. Use the Move or Move All buttons to move the invoices to be paid over to the right side.
7. Highlight the order with the adjustment and click Modify Amt.
   1. Enter the amount paid in the 'Set Total Amount' and tab out of the field.
      1. Note: The amount not paid will remain open on the sales order until collected or written off.
   2. Click Save and Exit.
8. Click Apply.
   1. Enter a 'Reference Number', which is normally customer's check number.
      1. Optionally, enter a ‘Deposit Number’, which is normally used for lock box or wire transfer number.
   2. Verify 'Date Paid' which is used for the GL Posting.
   3. Choose a 'Payment Type' - cash, check, credit card, etc.
      1. Note: if choosing a credit card - you need to enter the credit card number in the 'Bill-To Credit Card' field
   4. Confirm the ‘Cash Account’.
   5. Click Continue.

Applying Payment on Account to the Customer (no sales order entered)

1. Navigate to Accounting > Cash Receipts.
2. Choose “Payment on Account” as the ‘Report Type’.
3. Choose a ‘Bill-To Company’ and ‘Ship-To Company’.
4. Select the correct ‘Facility’.
5. Confirm the correct ‘Cash Account’ is chosen.
6. Enter the ‘Amount’ being paid.
7. Enter a 'Reference Number', which is normally customer's check number.
   1. Optionally, enter a ‘Deposit Number’, which is normally used for lock box or wire transfer number.
8. Verify 'Date Paid' which is used for the GL Posting.
9. Choose a 'Payment Type' - cash, check, credit card, etc.
   1. Note: if choosing a credit card - you need to enter the credit card number in the 'Bill-To Credit Card' field
10. Click Apply.

    1. Note: The Net1 Credit Card Processor can be used for Payments on Account (beginning in version 17.02.018.0000). When applying payments on account and using a Net 1 processor and Payment Type using credit cards, the system will display the Net1 Payment window.