Payment Processing

When you begin receiving payment from your Clients, there is a simple process to apply those payments! What you will want to do is open your Client Folder and click on the History Tab. A window will open and display the Amount Due and columns for the following information:

" ID # (unique to that invoice)
" Date (representing the invoice date)
" Reference (invoice or payment number)
" Description (invoice or payment)
" Debit Amt (orig. invoice amount)
" Credit Amt (payment amount)
" Balance (running balance)

There are four buttons to the right. Clicking on the Invoice button will open a box showing the amount of charges that have been entered, approved and awaiting invoicing. The Statement button will generate a Statement for this Client.
To avoid what could be a big mistake, the Reset button is reserved for the employee that handles the System Administrator duties and a call should be made to Baja before performing this task.

Now, for the Payment button! Clicking on the Payment button will open a new window. The Client field will default to the Client folder you are in. The payment date defaults to the current date, but can be changed with the drop down calendar. You must enter a check number and a check amount. The Transaction type will default to Payment (the other option being Payment Reversal which we will address shortly). After entering the data, click on the Next button.

The Auto button is only to be used when payment is in full for ALL invoices. Otherwise it will distribute the payment amount among all of the outstanding invoices, creating quite a mess!

As you can see, the information from the previous screen now appears faintly at the top of the screen. Therefore if changes need to be made, you must click the close button and begin again.

The Amount Remaining Box to the bottom right represents the total amount of your payment, changing as you begin applying. If you are paying a specific invoice, click once on that invoice in the list. The invoice number will then appear faintly in the Invoice box below the list. The Amount Applied field will default to 0.00 if the payment is less than the amount due. If that is the case, be sure it is the correct invoice, if so, enter the amount and click the Apply button. If the amount of the payment is equal to or more than the amount due on the invoice chosen, the Amount Applied will default to the invoice balance.

Once you click the Apply button note that the amount in the Amt Remaining field will go down. Once you have entered all monies and the Amt Remaining is 0, click the Finish button. This will close the bottom portion of the Payment window and allow you to enter another payment if need be.

Please note that if there is money remaining in the Amt Remaining field after payments have been applied and you click the Finish button, you will be warned that the amount remaining will be put into Unapplied Payments (limbo).

Now, let's say you have applied a payment to the wrong invoice. You will want to write down the incorrect payment information, go into the Payment window, enter that date, check number and amount exactly as you did before. This time you will want to use the drop down and choose Payment Reversal and click Next.

Click on the invoice that the payment was incorrectly applied, be certain the Amount Applied field is correct and click the Apply button. Once the Amt Remaining field is 0, click the Finish button. This will take you back to the previous screen. Close that screen and take a look at the last entry of the History Tab. You will see that the amount has been debited (added back into the balance).