RB User Guide > Receivables > Receive Payments

Applying payments to invoices

Apply checks and retainers to outstanding invoices.

Continued from Entering payment covering multiple invoices, Applying retainers, and Balancing transactions to post.

1. In the Apply Invoices panel, all open invoices for the Bill To firm selected in Payer are listed. If the list of open invoices is too long, or if you left Payer blank so no invoices are listed, enter information in one or more search fields, then click Search:

   • Bill To Firm

     Click > Lookup Firm. See Looking up firms.

   • Invoice No.

     Enter the entire invoice number.

   • Job No.

     Enter the entire job number.

   • Invoice Amount

     Enter a dollar amount range in the 2 fields.
2. Click a hyperlinked Invoice No. that you want to apply the payment/retainer to. A drop-down pane appears:
   • If the check/retainer amount is the same as or less than the invoice balance, the check/retainer balance appears in the Credit field.
   • If the check/retainer amount is the more than the invoice balance, the invoice balance appears in the Credit field. (If this is a retainer, the remaining retainer balance to be allocated will appear in Balance in the Edit Payment window.)
3. If there are any adjustments to make to how to credit the payment on the selected invoice, enter/edit the amounts in:

   • Credit

     Payment that reduces the balance of the invoice.

   • Discount

     Deduction that reduces the balance of the invoice. See Discount.

   • Overpayment

     Any excess payment amount that you will refund to client. See Overpayment.

   • Late Charge

     One-time account service fee assessed on past-due invoices. If payment date is prior to the date late charges would start to accrue, this field is grayed out and uneditable.

   • Finance Charge

     Monthly service fee on past-due invoices. If payment date is prior to the date finance charges would start to accrue, this field is grayed out and uneditable.

   • Processing Fee

     If you are paying the fee for the client when they are paying by credit card, enter the amount you will be charged for processing the transaction and deduct it from the Credit field. If payment is by retainer, this field is grayed out and uneditable.

   • Surcharge

     To have the client who is paying by credit card also pay the credit card fee, enter the amount charged for processing the transaction. See Surcharge.

4. Click Apply. If:
• No firm was entered in the Payer field when entering the payment, a popup will appear asking if you want to use the selected invoice’s Bill To firm as the Payer. Click Yes if you want to update the Payer field.
• The invoice selected is less than the amount of the check/retainer, repeat steps 2–4 until you have applied all of the relevant invoices to the payment/retainer.
5. When the transaction balances or the invoice amount of the applied invoices is greater than the payment, the Apply Invoices panel closes and the paid invoices appear in the Applied Invoice(s) pane of the Edit Payment window. Or you can click Cancel in the Apply Invoices panel to return to the Edit Payment window without balancing the transaction. If you changed the Payer in the previous step, the Bill To firm’s name appears in the Payer field.
6. In the Edit Payment window, click Save >
• Save & New – To continue applying payments to invoices.
• Save & Close – When finished applying payments.
7. When ready, post the transaction. See Posting payments.

NOTE: Be sure to post transactions

All daily transactions (such as invoices, payments, credit memos, etc.) are temporary until they are posted (i.e., closed out). Once posted, they cannot be modified nor deleted. The daily registers and monthly journals use the post date (not the transaction date) to select and group transactions on the report.

Reference

• RB Connect
• Lists > Accounting
• Discount
• Overpayment
• Surcharge
• Debits and credits

Step-by-step instructions

• Entering payment covering multiple invoices
• Applying retainers
• Balancing transactions to post
• Looking up firms
• Setting up business units
• Posting payments