PeachPro sets you free
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PeachPro sets you free
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| RFA Fast Apply Payments |
Skip searching through customer records one by one. Now just enter the invoice number to which a payment applies and RFA - Fast Apply Payments will go directly to the open invoice file to find it for you. Then RFA - Fast Apply Payments will display full customer information including: name, address, phone number, and contact. With RFA - Fast Apply Payments you can quickly change the reference, amount or date, plus you can scan and apply payment to additional invoices for the same customer, or move on to the next customer with ease.
After loading RFA - Fast Apply Payments; select Apply Payments. After choosing your control report printer, the following screen will appear.
+------------------------------------------------------------------------------+ ¦ARPROC2 E300 Apply Payments COMPANY ID: SP ¦ ¦08/17/95 Software Professionals, Inc. GENERATION #: 11 ¦ +------------------------------------------------------------------------------+ |Trans. Date: 08/17/95 | | | | | | | | | |Reference: CK Amount: 0.00 | | | | | | | |F1-Help F8-Alt Apply F10-Menu SF10-Home | +------------------------------------------------------------------------------+
Simply enter your reference and check amount and you will be prompted for an invoice number.
+------------------------------------------------------------------------------+ ¦ARPROC2 E300 Apply Payments COMPANY ID: SP ¦ ¦08/17/95 Software Professionals, Inc. GENERATION #: 11 ¦ +------------------------------------------------------------------------------+ |Trans. Date: 08/17/95 | | | | | |Reference: CK 100089 Amount: 1000.00 | | | | Inv Due Trns Prod Amount | | Number Date Type Code Inv. Amount To Apply | | ------ -------- ---- ---- ------------ ------------ | |01) / / 0.00 0.00 | |02) | |03) | |04) | |05) | |06) | |07) | |08) | | F1-Help F2-Lookup F5-Goto ChkAmt F6-Delete F10-Process | +------------------------------------------------------------------------------+
There are two ways to look up an invoice, one way is by customer, the other is by invoice number.
If you want to lookup by Customer simply enter in the customer id (or a portion thereof) and press [F2]. A Lookup box will display all the open invoices staring with that customer. Simply highlight the invoice you need and press enter.
+--------------------------------------------------------------------------------+ |Reference: CK 100089 Amount: 1000.00 | | +--------Select Customer and Invoice---------+| | Inv Due Trns Prod ¦ MILLEJ - 023011 - 10/01/96 - 177.76 ¦| | Number Date Type Code ¦ MILLEJ - 023505 - 10/26/96 - 131.23 ¦| | ------ -------- ---- ---- ¦ MILLEJ - 023540 - 11/05/96 - 307.35 ¦| |01) MILL / / ¦ PARKEB - 023544 - 11/25/96 - 199.49 ¦| |02) ¦ SMITHS - 022997 - 09/27/96 - 106.76 ¦| |03) ¦ SMITHS - 023492 - 10/05/96 - 275.45 ¦| |04) ¦ SMITHS - 023511 - 10/28/96 - 80.04 ¦| |05) ¦ SMITHS - 023529 - 10/31/96 - 2.00 ¦| |06) ¦ SMITHS - 023542 - 11/05/96 - 52.95 ¦| |07) +--------------------------------------------+| |08) | +--------------------------------------------------------------------------------+
If you want to look up by Invoice Number, simply type the invoice number and press Enter.
+------------------------------------------------------------------------+ |Trans. Date: 08/16/95 | |Customer ID : COOPEG Gloria S. Cooper | |Customer Addr: 37 North Avenue Phone: 404/555-1212 | | Contact: Gloria Cooper | | Atlanta, GA | | 30333 Balance: 1257.35 | | UnDist : 1000.00 | | | |Reference: CK 1000089 Amount: 1000.00 Dist : 0.00 | | | | Inv Due Trns Prod Amount | | Number Date Type Code Inv. Amount To Apply | | ------ -------- ---- ---- ------------ ------------ | |01) 023519 11/30/96 EP 953.95 95.40 | |02) | |03) | |04) | |05) | |06) | |07) | |08) | | F2-Lookup F5-Goto ChkAmt F6-Delete F10-Process | +------------------------------------------------------------------------+
RFA - Fast Apply Payments will display the customer information, so you can verify you're applying the check to the correct customer. RFA - Fast Apply Payments will automatically determine if an EP discount is available and will calculate the amount for you.
After accepting the first line you can use the F2 lookup to select additional amounts or invoices to apply payments. (Only invoices for the same Customer will appear in your F-2 Lookup)
+------------------------------------------------------------------------------+ ¦ARPROC2 E300 Apply Payments COMPANY ID: SP ¦ ¦08/17/95 Software Professionals, Inc. GENERATION #: 11 ¦ +------------------------------------------------------------------------------+ |Trans. Date: 08/16/95 | |Customer ID : COOPEG Gloria S. Cooper | |Customer Addr: 37 North Avenue Phone: 404/555-1212 | | Contact: Gloria Cooper | | Atlanta, GA | | 30333 Balance: 398.80 | | UnDist : 141.45 | |Reference: CK 1000089 Amount: 1000.00 Dist : 858.55 | | | |+------------ Select Invoice -------------+ Amount | |¦ 023519 - 11/30/96 - 953.95* ¦nt To Apply | |+-----------------------------------------+--- ------------ | |01) 023519 11/30/96 EP 953.95 95.40 | |02) 023519 11/30/96 PA 858.55 858.55 | |03) | |04) | |05) | |06) | |07) | |08) | | | | F1-Help F2-Lookup F5-Goto ChkAmt F6-Delete F10-Process | +------------------------------------------------------------------------------+
As each line is entered the "Balance," "Distributed" and "Undistributed" amounts will be updated on your screen.
Please note: The transactions do not update your data files until you select [F10] Process; therefore, your [F2] lookups for each invoice do not reflect any payments applied on the previous lines within the same session. (Example: In the screen shot above you will notice line one is a EP discount for 023519 for 95.40. This brings the outstanding balance on the invoice 023519 to 858.55. The [F2] for line two shows the original invoice amount of 953.95.)
Please Note: Zero and negative transaction lines are not allowed. You will be warned if any Zero or negative transactions exist. Simply use Delete to delete the lines before trying to use [F10] Process.
There are several "Hot Keys" to make applying payments even easier.
[F5] Go to ChkAmt - will take you to the Amount field for easy editing. If you need to change the reference or trans date simply use [ESC] to go to the appropriate field.
[F6] Delete - will delete the current line.
[F7] Search Options - will narrow the search criteria, allowing quicker entry. Search using Full Customer Search, 1st Valid Match, or by SI Posted Invoices.
+- Select A Search Method --+
¦ F - Full Customer Search ¦
¦ 1 - 1st Valid Match ¦
¦ S - SI Posted Invoices ¦
+---------------------------+
This is the most reliable method, but also the slowest. Use this method if you use the same invoice number for multiple customers. This is the only method which will find and report identical invoices for multiple customers.
This search will find the first customer with the entered invoice. If invoice numbers are not used for multiple customers then this method can be much quicker.
If SI is installed and Keep Historical Detail is used, this option will provide the fastest response. If the invoice is not found immediately, which can happen if Keep Historical Detail is not used or if invoices are manually entered through Accounts Receivable, then RFA will default to the 1st Valid Match method.
If there is a noticeable delay before the customer information displays, then this indicates that the 1st Valid Match is being used.
[F10] Process - is used when you have finished applying payments for the current check. [F10] will update your files and return you to the "Transaction Date:" prompt so you can easily apply your next payment.
[F8] Alt Apply - is available while you are on the reference field before you select a customer. This function key allows you to switch to the standard Peachtree method of applying payments.
Balance forward customers do not keep invoice detail after closing. Therefore this information is not available in RFA - Fast Apply Payments. Any balance forward will be combined into a single invoice.
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