Applying Customer Receipts

Overview

After the Customer Receipt entry is posted, you will want to apply the entry to one or more invoices or credit memos. You can do this from either the Customer Receipt or the Customer Ledger Entry.

Applying from Customer Receipts

From the Posted Customer Receipt, select the Apply button.

Applying from Customer Ledger Entries

From the Customer Ledger Entry to apply, select the Apply button.

Selecting Entries to Apply

When using either of the above 2 options to apply for the entries, an application window will open showing all Customer Ledger Entries where the Remaining Amount is not 0, and with the same Currency Code and GL Ledger.  

• Put a Check to select all the entries to apply the Customer Receipt to.

• The Applied Payment amount will populate with the remaining amount to either close out the entry or the remaining amount to apply from the Customer Receipt.

• The Applied Discount amount will populate with the Payment Discount calculated on the invoice and if the Document Date of the Customer Receipt is on or before the Payment Discount Date. You can overwrite the number in this field.

Post the Application

Once the Application has been applied, select the Post Application button.

You will not be able to post the application if the Applied Balance is a negative number.

Result of Posting an Application

GL Entries

After the Application is posted, if the total Discount taken is not 0, the following GL Entries will be created:

Debit to the Account Customer Payment Discount set up in the Company Setup

Credit to the Account AR Account set up in the Company Setup

Customer Ledger Entries

A Customer Ledger Entry is created for the Customer.  You'll notice the Remaining Amount of the entry is the total amount of the Customer Receipt entry.

Customer Detailed Entries

A Customer Detailed Entry is also created.  You'll notice the Entry Type is Application.

Understanding Apply and Unapply

Apply

• The system creates GL Entries if the discount taken is not 0.  The Customer Payment Discount Account is set up on Company Setup.

• The system creates Customer Detailed Entry with Entry Type = Application.

• CDE and GL have a new Application No. populated. 

• Remaining Amount, Applied Amount, and Payment Status (Fully Paid, Partially Paid, Unpaid) on the Sales Invoice are updated. You will not be allowed to unpost a Sales Invoice if it is Fully Paid, or Partially Paid.

Unapply

• If you find an issue, and you need to Unapply the Application. Select the Unapply button on the Customer Ledger Entry

• The system looks for CDE with Entry Type = Application, and gathers all Application No. 

• Look for other CDE with the same Application No. Delete all CDE with the same Application No.

• Look for GL with the same Application No. and creates reverse GL entries.

• Remaining Amount, Applied Amount, and Payment Status (Fully Paid, Partially Paid, Unpaid) on the Sales Invoice are updated.

You can also Apply and Unapply directly from Customer Ledger Entry.

Permissions Required for Applying and Unapplying

Users who need to apply or Unapply Customer Ledger Entries must have Edit permission to the Customer Ledger Entry object and to the 4 fields highlighted below.