This option is enabled under the following conditions:

If you select this option, then the following transactions for the payments processed are created in the Cash Book:

If you do not select this option, then the following transactions for the payments processed are created in the Cash Book:

Enable this to indicate the AR branch to which the payment must be processed. A valid Overwrite branch must be entered.

By default, the Account Receivable branch for a payment defaults to the branch defined against the invoice when it was processed.

The branch is validated according to the integration rules defined in the AR Payments Ledger Interface program. If the geographic area is included in AR payment interface entries, then the customer's geographic area is also validated.

When you overwrite the branch, both the Re-establish and Unapplied branches are disabled. They will inherit the transaction branch. Overriding the AR branch at the time of payment results in the payment amount being allocated to a different branch from the branch against the invoice. This affects the AR payment interface in that the full payment is posted to the GL account linked to the branch entered. If the invoices being paid were captured for different branches and they all have different GL codes in their Payment Interface, then this option bypasses them and posts all the payments to the single GL account associated with the entered branch. If these branches have different Accounts Receivable GL control account codes, then an imbalance between the AR balance on the Ledger control account for the branch and the AR balance against the AR branch itself is created. A manual General Ledger journal is required to correct this imbalance. See also Payment branch.

Enter the amount of the payment received from the customer.

The payment amount must be entered in the currency of the customer.

If you enter an amount in a foreign currency and Accounts Receivable is integrated to the General Ledger, then you cannot process the payment until you define an Exchange rate variance control account (General Ledger Integration).

The Payment amount is allocated as follows:

Enter a reference number or the number on the customer's check.

This can also be used to indicate the customer's purchase order number.

This reference is printed on the AR Cash Journal.

Indicate the date on which the payment is recorded on the customer's account.

This defaults to the current system date but can be changed.

Enter an additional note against the payment. This narration is printed on the AR Cash Journal.

This applies if you selected the Retain payment details option (Accounts Receivable Setup).

Select this to create a discount credit or debit note for the settlement discount processed as part of the payment transaction.

	When you process a negative payment, a discount debit note is created.

This applies when the Print credit or debit notes option is set to As required (Accounts Receivable Setup)

See Activity considerations in Notes and warnings.

This only applies when processing a payment for a foreign currency customer.

The exchange rate against a currency can only be changed if it is not set to Fixed.

Option	Description
Default rate for entire run	Select this to define a default exchange rate for the entire payment. You enter the exchange rate to use in the Exchange rate field below. When you select this option, you can still change the rate for individual invoices in the Documents to Pay pane if you are processing the payment manually. When you apply an unapplied payment to an invoice, the system calculates the exchange variance between the invoice(s) and the payment and posts the variance gain/loss to the exchange variance account. See also: Notes and warnings.
Original invoice rate	Select this to process the payment at the same exchange rate that was used when the invoice was raised. You typically select this option when there is no difference in the invoice and payment exchange rate (i.e. you do not expect an exchange rate gain/loss to occur). When you apply an unapplied payment to an invoice and there is a variance between the invoice and payment exchange rates, the difference is posted to the bank control account. This is because the system is not expecting an exchange variance. You therefore need to transfer the amount to the appropriate ledger account manually. See also: Notes and warnings.

This defaults to the exchange rate variance account in your General Ledger Integration options. If this is not defined, then the Currency variance account defined in the AR Currency Variance GL Interface program for the customer's branch is displayed.

The exchange rate variance is calculated as:

Exchange variance = [Round to 2 decimals(payment rate * payment amt )] - [Round to 2 decimals (original invoice rate * payment amount )].

The payment rate is either the rate defined on the Payment Details pane or the rate defined against the individual invoice selected for payment in the Documents to Pay listview. The Original invoice rate is the rate used when the invoice was originally raised and is displayed in the Invoice Details pane.

This field only applies when processing a payment for a foreign currency customer.

Enter the exchange rate to use for this payment.

This defaults to the rate defined for the currency in the currency table.

Although the rate can be defined here, it can also be defined when you process the payment manually against each invoice.

If you do not change the rate against the invoice in the Documents to Pay listview when processing the payment, then the rate entered in this field is used for the entire payment.

Select this to pay all outstanding invoices for the customer automatically (in the displayed sequence), until the Undistributed amount in the Information pane falls to zero.

Credit balance invoices are ignored.

This option is not available when processing payments for a Trade Promotions customer. When applying a payment for a Trade Promotions customer, the total value of invoices selected for payment will generally exceed the total payment amount received. The difference is then applied to the trade promotion. To do this, the invoices must be selected manually. Applying the payment automatically would cause too few invoices to be paid.

If the Request tax portion for invoice option is enabled (Accounts Receivable Setup) and discount applies to a taxable invoice, then the tax portion of the discount is calculated according to the default tax code.

If the option is enabled and Sales tax integration to general ledger is set to Branch level (Company Tax Options Setup) then the tax portion of the discount is posted to the Adjustment value (tax) code (Accounts Receivable Setup).

If the option is enabled and Sales tax integration to general ledger is set to Tax code level then:

If you are using Withholding tax, and you process payments involving Withholding tax, then you cannot enter the Withholding tax amount when you use the Automatic function. This means that there is an outstanding balance equal to the Withholding tax amount on each invoice processed. To clear this you can post an Adjustment to the invoice.

See Password considerations in Notes and warnings.

Select this to post a payment to the customer's account without allocating it to any invoice(s).

You use this option when a customer makes a payment without indicating the invoices being paid, but you still want to reflect the payment on the customer's account.

Unapplied payments can be manually allocated to invoices at a later stage.

See the Unapply payment section.

This enables you to unapply all payments simultaneously.

To unapply a single payment, deselect the checkbox in the first column of the listview for the invoice.

This function does not undo any re-established invoices or unapplied payments processed.

This function is enabled once you select an invoice to pay.

See Activity considerations in Notes and warnings.

This enables the relevant input fields for the line so you can manually enter the payment details for the invoice.

Removing the tick in this checkbox, undoes any information you entered for the line (i.e. it unapplies the payment).

Enter the gross amount of the payment to apply to this invoice.

This amount must include settlement discount, trade promotions and withholding tax.

	When you change the Gross amount, the Discount amount and the Tax amount (if applicable) are automatically recalculated.

When processing a payment for a TPM customer, you can distribute the difference between the Gross amount and the actual check amount you received to trade promotions which will result in TPM adjustments (see the Trade promotions deductions section).

If you are using withholding tax, then the payment amount must be equal to the Current balance when the customer pays the invoice in full, otherwise it must be equal to the payment made against the invoice plus the withholding tax portion on that amount.

For example:

If the customer remittance advice shows that they are only paying 1000.00 on the invoice and the withholding tax portion is 100.00, then the Gross amount must be 1100 and you enter 100.00 in Withholding tax field.

This indicates the settlement discount amount applicable to the invoice.

This is calculated automatically when paying the full invoice amount and the payment falls within the terms discount. No discount is calculated if the payment amount falls outside of the terms discount. In this case, the discount must be manually entered.

The Discount amount is calculated according to the AR Invoice Terms code defined against the transaction and the options selected against the Calculation for terms discount option (Accounts Receivable Setup). For example, if the Calculation for terms discount option is set to Include tax, then the Original discount amount saved for the invoice is calculated on Invoice amount + Tax amount. If this option is not enabled, then the Original discount amount is calculated on the Invoice amount only. The Original discount amount is only calculated at point of invoice entry.

The discount is based on the Gross payment amount, providing this is not greater than the Current balance (i.e. the customer is not overpaying the invoice). If the Gross payment is greater than the Current balance, then the discount is based on the Current balance amount.

For non-TPM customers, the discount is only calculated if the total Payment amount/undistributed amount is greater than the Outstanding balance of the invoice.

For TPM customers, the Outstanding balance of the invoice is distributed regardless of the entered Payment amount/undistributed amount and the discount is therefore always calculated.

When processing a partial payment, you must enter the discount amount manually and use the Calculate button at the Discount amount field to recalculate the Tax amount.

	When you change the Discount amount, the Tax amount is automatically recalculated if tax is applicable.

The discount amount is posted to the Discounts ledger account.

This is the tax portion of the settlement discount or the withholding tax amount. Use the tool tip to see what the tax amount column refers to.

You can change this rate if you selected the option: Default rate for entire run in the Payment Details pane and the rate is not fixed against the currency.

The exchange rate for each invoice is not displayed by default. It is only displayed once you select the invoice for payment. To display the exchange rate automatically, the program would have to calculate and reload each entry in the listview depending on the Exchange rate method you selected. This would affect performance when a large number of entries exist on file.

The exchange rates for an invoice are displayed in the Invoice Details pane.

This is set to the transaction branch and cannot be changed when you select the Allow overwrite branch option in the Payment Details pane.

Enter the original amount of the invoice. This should equal the payment amount to process against the invoice.

	The amount entered here does not affect the customer's balance.

Enter the original discount given for the invoice.

This field can be accessed only if the customer has been assigned a discount in the invoice terms.

This indicates the exchange rate at which the invoice was originally processed.

Enter this required exchange rate.

This only applies to foreign currency customers.

If unapplied payments exist for the customer, then this indicates the highest unapplied payment ID already used. You cannot re-use this ID as each unapplied payment for a customer must have a unique identification.

This is a numeric field in which you can enter up to 12 integers to the automatically applied prefix of _CR to make up a unique identification for the unapplied payment. For example if you enter 101, then the unique ID for the unapplied payment becomes _CR101.

The number of integers you can add depends on the presentation length defined for AR invoices (Set Key Information).

This is set to the transaction branch and cannot be changed when you select the Allow overwrite branch option in the Payment Details pane.

This is only enabled when you make a change to the selections.

You can choose to set all selections as they were when you last ran the program (i.e. Load Previous Form Values) or save your selections in the pane as your default preferences for all companies, or for the current company only (i.e. Save Form Values as Default or Save Form Values for this Company).

If you have saved form values for the company or as the default, then you can remove these settings and restore them to the form's default preference selections.

Indicate the invoices to display in the listview.

Indicate the invoices to display based on their ages if you selected the Selected invoices option.

A Customer number must be entered before the Browse buttons against these filters can be used. When selecting to filter on a Range, both the From and To fields must be specified for the listview to be populated. These filters cannot be used in conjunction with finance charge invoices.

The difference between the invoice value and the payment amount can be divided into any number of deductions, each to the same or different deduction codes.

This reduces the value in the Undistributed amount field in the Information pane.

This code determines the General Ledger accounts to which the deduction amount is posted.

When processing a deduction for a Trade Promotions customer, the reference field is mandatory for the following reasons:

If you select this option, then the following transactions for the payments processed are created in the Cash Book:

If you do not select this option, then the following transactions for the payments processed are created in the Cash Book:

This option is enabled under the following conditions:

Enable this to indicate the AR branch to which the adjustment must be processed.

By default, the Account Receivable branch for a payment defaults to the branch defined against the invoice when it was processed.

Overriding the AR branch at the time of adjustment results in the adjustment amount being allocated to a different branch from the branch against the invoice. If these branches have different Accounts Receivable GL control account codes, then an imbalance between the AR balance on the Ledger control account for the branch and the AR balance against the AR branch itself is created. A manual General Ledger journal would need to be created to correct this imbalance.

This only applies when the Allow branch override option is enabled (Accounts Receivable Setup).

This field is not mandatory and can therefore be used as a hash total field if required.

You can enter the individual adjustment amounts against the invoices in the Documents to Adjust listview and post these directly.

If you do enter an amount in this field, then the program checks that the total of the adjustments posted against the invoices balances to this amount, before allowing you to post.

This is enabled once you select an invoice to adjust.

	To undo a single adjustment, deselect the checkbox in the first column of the listview for the invoice.

This enables the relevant input fields for the line.

Removing the tick in this checkbox, undoes any information you entered for the line.

Enter the taxable portion of the adjustment. This can be either a positive or a negative amount, depending on whether you want to increase or decrease the invoice balance respectively.

If you enabled the Disburse tax portion to GL code option (Accounts Receivable Setup) then the taxable portion of the adjustment amount is disbursed to the Sales tax ledger code assigned to the Tax code.

If the entry at the Sales tax ledger code field is blank, or the option: Disburse tax portion to GL code is not enabled, then the taxable portion of the adjustment amount is disbursed to the Adjustment value (tax) GL control account (Cash Book Setup).

This indicates the tax code to use to calculate the taxable portion of the adjustment.

This defaults to the Default tax code defined (Accounts Receivable Setup).

The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance).

You can only access this field if the customer is defined as taxable, and the Request tax portion for invoice option is enabled (Accounts Receivable Setup).

This applies when Accounts Receivable is linked to General Ledger in Detail or Summary (General Ledger Integration).

This defaults to the GL account defined for Adjustments against the AR branch, but can be changed.

The ledger code entered here is printed on the AR Cash Journal.

This code is not validated when General Ledger integration is set to Not linked to GL distribution report.

This is only enabled when you make a change to the selections.

You can choose to set all selections as they were when you last ran the program (i.e. Load Previous Form Values) or save your selections in the pane as your default preferences for all companies, or for the current company only (i.e. Save Form Values as Default or Save Form Values for this Company).

If you have saved form values for the company or as the default, then you can remove these settings and restore them to the form's default preference selections.

Indicate the invoices to display based on their ages if you select the Selected invoices option.

Indicate the bank into which the miscellaneous receipt was deposited.

If Payments are linked to the Cash Book module, then the default Cash account held against the bank is automatically used as the Debit ledger code and debited with the payment amount.

Indicate the currency of the miscellaneous receipt.

This applies only if you indicated that foreign currency sales are required (Accounts Receivable Setup) and the receipt amount is in a foreign currency.

If you specified a foreign bank at the Receipt bank field, then you can only enter the currency of that bank.

This field is not available for local currency transactions.

Indicate the General Ledger code to debit with the receipt amount.

This applies if Accounts Receivable is linked to General Ledger in Detail or Summary (General Ledger Integration).

The ledger code entered here is printed on the Cash Journal report.

If payments are linked to the Cash Book then the default cash account held against the bank is automatically displayed and debited with the payment amount.

Indicate the General Ledger code to credit with the receipt amount.

Indicate the applicable exchange rate or accept the default entry displayed.

The default rate is the rate in the currency exchange rate table.

This field is not available for local currency transactions or if the currency is fixed.

This indicates the actual payment amount received from the customer.

This amount is repeated for all invoices paid with the same check, which enables you to see which invoices were paid by a specific check.

This applies to Payment and Miscellaneous Receipt transaction types.

This is indicates how the Check amount was distributed to each invoice. The amount applied to each invoice is displayed.

This applies to Payment transaction types.

Controls access for posting customer payments in the AR Payments and Adjustments, AR Payments Import and AR Payment Run programs.

Controls access for adding adjustments in the AR Payments and Adjustments and AR Payment Run programs.

Controls access for adding miscellaneous receipts in the AR Payments and Adjustments and AR Payment Run programs.

Controls access to the logging details of AR payment detail lines selected when posting customer payments using the AR Payments and Adjustments program.

When a re-established invoice is paid, the first line of the transaction is not included on the log; only the payment lines against the transaction are written to the log.

	This eSignature only writes to the eSignatures audit log. It does not prevent the posting of customer payments. This eSignature should only be used with the Access control level of Log only. No details are written to the log when the Access control level is set to Denied.

In the AR Payments and Adjustments program, this applies when the value of the payment amount is less than the invoices selected for payment.

In the Deduction Review program, the deduction customer can be changed to the master account or to any sub-account in the grouping. See Reclassify.