Counter Customer Payments

Use this menu option to enter a payment against a customer's account at the counter.

Existing receipts can also be printed by clicking on the PRINT button and proceed as outlined in Print Payment Receipt.

Payment Posting Options:

All payments can be posted to the General Ledger from Post Customer Payments. The Counter Payments are included in batch CTR.

A parameter in the Company Daily Close Parameters can be set to provide the option to post any unposted Counter Customer Payments as part of the Daily Close when Daily Close 2 is initiated.
This feature is meant to ensure that posting Counter Payments for CTR Batch are not overlooked in the daily process flow.

Posting the CTR Batch also can be setup in the Automatic Reporting for job ARCP10 to regularly run automatically, emailing the posting journal to the selected address.

The prompts to enter a counter customer payment are:

CUSTOMER NUMBER

Enter the desired customer number or select it from the Accounting Customer Search window.

PARENT CUSTOMER #

If this payment is being made by a Child customer, the Parent customer number and name are displayed.
A/R payments entered for a child customer number will post to the parent customer account number, but when applied at the counter will pay only the invoices generated for the child, with the exception of A/R Invoices that must always be paid by the parent.

DIVISION

Enter the division for this check, or select it from the window.

Note: The division is not limited to the operator's Divisional Restricted Views.

Posting by Division:
Posting to the 'A/R Control Account' by division in the G/L can be activated company wide by the Activate G/L Posting By Division flag in the Support Application Parameters.
Refer to Customer Payments for information on how divisional postings apply to customer payments.

METHOD OF PAYMENT

Enter the payment method or select how the dollar amount was taken from the options outlined in Taking the Payment Options and Explanations.
The payment method is based on whether the Texada Pay feature has been activated and the currency of the Customer.

Reward Dollars:
If the Rewards Program processing is activated in Custom Processing, this drop-down includes payment methods for currencies that have the GL accounts setup to use Reward Dollars in Default Accounts.

To use "Reward Dollars" to pay this customer's On Account charges, select the corresponding RWD-X payment method.

REWARD DOLLAR BALANCE

The Usable dollars earned by this customer is displayed.
This is the maximum value that can be entered for the Amount of Payment on this payment transaction.

Refer to Reward Program Maintenance for more information on this feature.

CHECK/REFERENCE NUMBER

Accept the default reference number for the payment or over-type it with the customer's check number up to 9 characters.

The value entered as the Check/Reference Number will appear on the Customer's Account to help identify the payment and the invoice payment history later on.
The default reference number consists of the Method Of Payment Code followed by 4 numbers or for TP on-file the method of payment is represented by FILE*

PAY AFTER INVOICE SELECTION

Leave this box unchecked to enter the 'Amount of Payment' to be applied for this customer before selecting the invoices to pay.

Check this box to pass over the 'Amount of Payment' input field and to have the payment amount calculated automatically based on the Invoices that are selected to be paid in the 'Payments Details' screen.

Security:
This option is only available to operators assigned a Security Role Permissions that is flagged to allow Apply to Invoices in the "Miscellaneous" window.
Using this feature the APPLY TO INVOICES radio group below is then restrict to only the option Apply to Invoices.

DATE CHECK RECEIVED

Enter the date of this check.

To help prevent date errors, the date entered can be limited to within a specific current range.
This check can be activated in Date Range Control for the module ARPC, and is controlled by operator per the flag in Operators.

AMOUNT OF PAYMENT

Enter the amount on the check.

If Reward Dollars are being used to pay this transaction, this amount cannot be zero or negative or exceed the Reward Dollar Balance for this customer as displayed above.

COMMENT

Enter any notes regarding the receipt or payment of the check.
This comment prints on the payment receipt and on the Unapplied Payments Report

APPLY TO INVOICES

The three different options in this radio group are enabled according to the operator's security role, as defined in the "Miscellaneous" window of Security Role Permissions.
Select one of the following options:

• Click Apply to Invoices to enter this payment and to manually apply it to selected outstanding invoices in the customer's account.
• Select Do Not Apply to Invoices to enter this payment against the customer's account, but not to apply it to specific invoices.
• Select Auto Apply to Invoices to enter this payment against the customer's account, and apply it automatically to the oldest unpaid invoices giving any eligible discounts. The invoice selection is displayed for confirmation and adjustments.
  This option is disabled if the payment amount is negative dollars.

Note: If none of the three 'Customer Payments - Apply' permission flags are checked in the "Miscellaneous" window of the operator's Security Role Permissions then the 'Apply No' is enforced so that payments can be received by the operator but cannot be applied against invoices.

Over-Apply Payment Control:
If the Open Balance on the payment distribution screen displays a negative value, then the payment has been "over-applied".
This means that the total invoice dollars paid, exceeds the original amount of the check.
The ability to over-apply a payment is controlled by the Over-Apply Customer Payments flag for the operator's security role, as set in the "Miscellaneous" window of Security Role Permissions.
If the operator does not have permission to over-apply a payment, a payment with a negative balance cannot be accepted.

Finished?

Click the ACCEPT button to proceed, or the CANCEL button to abort the check payment.
Once the check is accepted, it will be active on the Customer's Account as an unapplied credit.

CASH DRAWER

If the operator signed in has been flagged to utilize the Cash Drawer in Operators, the associated drawer opens per the Cash Drawer command.
If a specific drawer has not been assigned to the operator, then the drawer defaults to the drawer assigned to the payment division in Divisional Miscellaneous Parameters.
An audit record is written to the Cash Drawer Inquiry for function ARPC01, with the system generated reason of "Counter Customer Payment".

CLERK

If the Prompt For Clerk flag has been set in the Company Security Parameters, the Clerk Confirmation window is triggered to capture the clerk code and also the password if required.

Select the Invoices to be Paid:

This screen is suppressed if the choice Do Not Apply to Invoices was selected for this payment.

Refer to Customer Payments for complete instructions.

Note: When entering Counter Payments the operator cannot change the Discount G/L posting account.

PRINT PAYMENT RECEIPT

This pop-up is triggered when the 'Use Contact Document Emailing' feature is NOT activated in the Company Email Configuration settings, or if the Customer has no valid Contact flagged to receive 'Payment Receipts' in the Contact Information.

Click YES to print a payment receipt to be given to the customer. The receipt lists the documents paid and any payment comments.
Click NO if a receipt is not required at this time. A receipt can still be printed later from Print Payment Receipt.

GENERATE RECEIPT

The Print Receipt pop-up is triggered for the payment only if the 'Prompt for Payment Receipt' feature is activated in the Company Customer Forms Configuration settings.
A receipt can still be printed later from Print Payment Receipt.

Note: The checks can be posted in Post Customer Payments.

ACTIONS:
Additional actions provided by buttons on the Counter Payment header screen include:

• Print a Payment Receipt:
  The PRINT button to access the utility to select and print a receipt for the customer's payment as outlined in Print Payment Receipt.

• Reverse a Posted or Unposted Counter Payment:
  Click the REVERSE button to generate a payment reversal as outlined in Reverse Customer Payments on Counter.
  This button will only be active if the role permission set in Operators includes reversing payments as defined in the "Miscellaneous" window of Security Role Permissions.

• Capture a Credit Card or Check information for future Payment Transactions:
  The CAPTURE CARD button is only visible if the Texada Pay processing is activated.

  Click the CAPTURE CARD button to scan or enter Credit Card or standard check information to be saved in the Customer Credit Card table as outlined in the Capture Card/Check on File, for use to complete future payments.
  This action does not take the payment, it only captures the card or check information.