Enter a Customer Payment

Use this program for back-office entry of cash, checks, and credit card transactions. You can post the money as:

You cannot post revolving deposits to open orders using this process. Instead, use the Enter a Customer Payment/Refund/Gift Certificate routine.

*You can also apply payments to charged-off accounts using Enter a Customer Payment/Refund/Gift Certificate. Use this routine if you want to print a receipt for a payment.

*If the Allow Overpayments on Charged Off Accounts setting is checked in Accounts Receivable Control Settings, you can apply payments that exceed the charged-off balances, provided you have security access via Create a User/Group Actions - Receivables Security. See also: Overpay Charged Off Accounts for more information.

If your Cash Balancing Control Settings is set to Balance By Cashier, the Access Control Window prompts for your user Initials and Password. This is to identify the user entering the payment only; no security check is performed and the Reason for Override prompt is not active.

This routine may be affected by Regional Processing restrictions. That is, you may not have access to all customers and locations.

After you enter the customer code and location below, the program displays open item transactions for the selected customer. For each transaction, the Reference, Deposit, Due Date, Amount, and Transaction Type display.

STORIS permits only one reference number at a time per customer for on-account payments. Each payment displays as a separate detail line for that reference.

After you enter payments/deposits and click on Add, the grid displays the Action code (OA = On Account, DP = Deposit, etc.), Amount Paid, Terms, and Adjustment Amount for each payment applied.

Enter the date of the payment or deposit; today's date is the default. The date you enter must fall between today and the first day of the current accounting period. The field does not accept future dates. If you click on the Calendar icon, a calendar appears that you can use to select a date.

To allow a user to backdate payments within an open sales month for dates that have not been closed to activity, the Backdate Payments setting in Receivables Security must be checked. If this setting is not checked, the user is required to obtain a security override by an authorized user.

The payment type and amount appears, if specified. To enter or edit the payment type, click on the Action button to access the Payment Summary Window. Use that screen to enter deposits for this order. Or, if you enter a valid payment type into this field, the associated payment entry screen appears into which you can enter the payment.

Your ability to enter deposits as cash, check, third-party-financed, credit card, or gift certificate depends on various system settings.

You can use this option to automatically apply the payment amount to the customer's revolving receivables balance due, rather than selecting specific references to pay. You enter your payment information in the Payments field, and then check the box at this field to indicate you are using the auto-pay feature. Once you check the box, the reference grid and all other payment options are deactivated.

Auto-payments are applied to revolving items in this sequence:

oldest to newest due date
oldest to newest transaction date
lowest to highest APR

If you enter a payment type other than cash, this displays information on the payment, the content of which depends on the payment type specified. For example, the field may display any of the following:

check number
finance account number
credit card number (encrypted)
gift certificate number

Grid Area

To apply the entire payment or a portion of the payment to the selected item, select Pay. To initiate automatic payment of the oldest debits, starting with the selected line, select Auto Pay.

The program pays each debit in full until no more items remain to be paid in full. If an amount remains, you can enter a partial payment for that line item, or you can enter the remaining amount received as a deposit (on an open order) or an on-account payment.

To provide the option to print a receipt at the conclusion of payments made through this routine, the Receipt Prompt in Enter a Payment field must be selected in the General tab in the Accounts Receivable Control Settings.

On Account
Deposit
Bad Debt - Use this option to post bad debt payments against the customer’s bad debt balance. If the customer's account contained revolving plans and the account has been charged off, the payment application process applies the payment amount against the completed order balances for any revolving plans. Payments are applied based upon the completed order date, oldest to newest.
Revolving Prepayment This option is available if the customer has at least one active revolving plan with a balance, and no MMP's currently due. Select this option to access the Revolving Prepayment window, where you can post revolving MMP prepayments.
Enter Additional Revolving Payments Use this option to enter an additional Revolving Receivables payment. This option is available only for customers with at least one active revolving plan with a balance and no MMP's currently due.
Enter Additional Installment Payments Use this option to enter an additional Installment payments. This option is available only for customers with at least one active installment contract and no installment payments currently due.