To manually post a payment against an account invoice

Once a remittance has been received in settlement of an invoice, the end user is able to process the payment value through the Account Invoice Details form (Details tab), allocating it against the entire invoice total - in which case an apportionment method can be selected - or against an individual line. Where a payment is to be offset against the entire invoice, or indeed several lines contained therein, a range of standard apportionment options are available for selection: All to First Line, Cascading, Evenly, Percentage or Value.

The procedure to manually post a payment against an account invoice is as follows:

1. Navigate to Quick Menu > Rents > Invoicing > Account Invoices Details. The Account Invoice Details window is displayed.
2. Expand a recipient heading from within the nested status progression structure and select an associated account invoice from the alphanumeric list, or type a related descriptor into the Search Invoices field. By default the list is filtered to show Open account invoices. An alternative filter can be applied using the Select view drop-down field: Overdue, Paid, Cancelled or All 1.
3. Click on Details. The Details tab is activated, revealing the recorded account invoice elements at transaction level.
4. Click on Post Payment (to process a new payment against the entire invoice), or activate the Select tick box adjacent to individual line components as a prerequisite step 2. The Post Payment window is displayed.
5. Enter the payment transaction Value into the field provided. The Up and Down arrows are available to increment or decrement the value, as required.
6. Using the Payment type drop-down field, select the classification parameter to be ascribed to the transaction e.g. Cash / Cheque, Direct Debit, Standing Order, etc.
7. Using the Apportionment method drop-down field, select the mechanism by which the payment value will be offset against the invoice i.e. All to First Line, Cascading, Evenly, Percentage or Value. The derivation rules supporting each available option are captured in the table below.
8. Optionally, to configure a Percentage or Value apportionment method, click on Next (otherwise, where the All to First Line, Cascading or Evenly options are selected, proceed to step 12). The Post Payment window is displayed, revealing the nominated transactional components within the overall invoice.
9. Highlight the first line entry and enter the apportioned Percentage or Value figure into the corresponding field provided. The Up and Down arrows are available to increment or decrement the figure, as required.
10. Click on Update Line. The apportioned payment split is displayed in the matching grid column.
11. Repeat steps 9 and 10 to complete the apportionment breakdown for all remaining lines.
12. Click on Post 3. The new remittance is displayed in the Payment Details window.

Note

1 The Search Invoices field will match against any element of the account invoice reference number or associated recipient.

2 The Post Payment action button will only be available for selection once an account invoice has reached a master status progression value of either Issued or Part Paid, confirming that a payment entry is valid.

3 This option is only activated once the entire payment amount - represented by percentage or value - has been apportioned.

See related topics...

Rents account invoice management overview

To link an existing payment to an account invoice

To add detail lines to an account invoice