Ar Receive Money

Overview

This document will show you how to receive payments in Savance Enterprise. This is something you would do when a customer owes you money and you are ready to collect payment from them.

Invoicing

Let's say that you've converted a quote to an order. If you go to the Status tab of the order, you can open the shipper for this order. You will notice that the Invoicing tab is greyed out before you do anything with the shipper, and it will not become enabled until you post the shipper to Loaded or Delivered. However, instead of invoicing this order straight from the shipper of the order, we're going to go to Accounting > Accounting Manager > Invoicing (in the Accounts Receivable section).

This will allow you to search all invoices and filter them by order #, account name, date range, etc. An example of this window can be seen below.

When you are ready to open up the shipper and invoice, click on the release number on the left of the results grid.

You will notice that if you open the shipper and then close it without invoicing it, the row of the release will turn yellow. This means that the release has been reviewed by you, but it has not been invoiced. If you were to check the Invoiced box from the shipper, the row will turn green to show that it has been invoiced.

Within the same screen, if you move over to the Open Invoices tab, you can view all "open" invoices (which are all invoices that have not been fully paid off yet). Again, you have the option to filter by date range, account name, etc. Another example can be seen below.

For each customer, you can view the number of invoices they have that are open and their total balance unpaid. If you click the "+" next to the customer, you can view all of their open invoices and their details. To open one of the invoices, click on the invoice number to bring up the shipper in the Invoicing tab again. You have the option to make a payment from this section, but this document will show you how to receive payments in a different way.

Receiving Money

Next move to the Receive Money tab, you can search for an account name to bring up all this customer's invoices again.

You also have other search options by clicking the binoculars icon, which will allow you to search for Invoice Number and other fields.

An example of the Receive Money section can be seen below.

When you are ready to receive payment from a customer or for a set of invoices, you will first fill out the following:

Amount (which is how much the customer paid you).

Method: method by which the customer paid

• Credit Card

Integration with Windriver Card Services, the Saved Cards and Device will engage - Refer to Windriver KB article.

• Check, you will have to input the check number.

And finally, you also have the option to leave a comment for this payment if necessary. Then you are ready to start making payments.

After typing in the amount of payment and selecting the Header Checkbox, it will apply to all invoices and those paid in full will be green.

Those invoices that are not covered by the payment will be in pink. Keeping in mind there may be credits that need to be applied.

You will notice that the Undisbursed Amount on the top-right will first start off the same as the Amount specified, and then it will get smaller as you check off invoices. This is essentially the amount of money left that has been received from the customer but has not been "disbursed" to any of the payments yet. You can disburse some of the payment by checking any of the boxes on the left.

You can also apply credit for this customer (if they have any credit) by clicking the ellipses “...” next to the Credit Applied column and checking the credits you want to apply. Or if you select the Auto-Apply Credits button, it will automatically apply ALL credits to ALL Invoices checked.

And finally, you can change the Amount column over or under the balance of what is owed if that is what the payment is for. And the overpayment or underpayment can be applied as follows. Refer to Overpayment on Invoice - KB or Underpayment on an Invoice - KB articles.

When you are done, you can click the Post button to apply all the specified payments. If the Undisbursed Amount is greater or lesser than the amount owed when you post the payment, then you will see a window asking what you want to do with the leftover money. You can either refund the customer so that they receive the money-back via check, or you can credit the customer's account so that it can be applied to a payment later.

Warehouse

The Warehouse will default to the user’s Warehouse, however, if you are an Accounts Receivable person that gets credit for the payments you can choose “Warehouse of the Invoice”, so that it shows up on the Cash Register Report under the Warehouse of the Invoice showing it was paid.

Cash Register

The Cash Register that gets credit for the payments defaults at the bottom right. If you are an Accounts Receivable in a Warehouse, when running the Cash Register Report, this is what will appear. If this setting needs to be changed.

Navigate to Settings>General Settings, select Point of Sale, then change the Register default here.

Once you have chosen your option (if this window applies), click Accept. Either way, you will receive a confirmation that the payment has been posted successfully.

Reviewing Customer’s Payments

Finally, when you make payments, the appropriate ledger accounts will be updated. You also have the option to view all payments that were made for a specific customer. In the Accounting Manager, Overview screen select ‘Payment History’ and enter the customer’s account name, date, payment, etc, from the filters. You can also open the Invoice or multiple invoices paid, if necessary by clicking on the Invoice (Order) # for details.

Alternatively, If you open a customer's account (Accounts > Manage Accounts), you can view all their Payments in the Recent Activity section at the bottom of the Overview tab, by selecting Type: Payments

Note: there will be two identical entries for Payment Applied and Payment Taken.

or within the Payment History tab.

Select Search. Note: filters at top, especially Date, as the filter defaults to one month. Select Clear to search additionally.