RB User Guide > Receivables > Receive Payments

Balancing transactions to post

If a payment is more than the outstanding balance(s), it is an unbalanced transaction and cannot be posted. You must balance out the payment with credits in the system before you can post the payment. You can filter unposted payments to see only those you entered.

1. Receivables > Receive Payments
2. In the Receive Payments window, to:
   • To see all unposted payments, click .
   • To see only checks you or someone else entered, click next to the Created By field. In the Lookup User popup, find the name of the user (see Lookup panel).
3. All unposted payments that meet your search criteria are listed. Unbalanced transactions show the outstanding payment amount in the Balance column. Grand totals of the amounts paid and the amount unapplied to invoices (Balance) appear in the footer of the list. To:
   • View which invoices a payment has been applied to, click . Any invoices already debited from the payment are listed below the payment.
   • Export/print the list as a report, click and select an export file type. See Exporting & printing results.
4. To balance a transaction that has an outstanding balance listed, click its hyperlinked Amount.
5. In the View Payment window, any invoices that have already been selected to be paid with this transaction are listed in Applied Invoice(s). Click Edit in the window header.
6. If you want to:
   • Balance the transaction with a new invoice, click in the Applied Invoice(s) pane header.
   • Balance the transaction with an existing invoice, check the invoice’s box, then click to remove the invoice from the applied list before clicking .

     NOTE: Edit details, including payment type, before posting

     You can update some details in payments and change the Payment Type for any transaction (except retainers) until you post the payment.

7. In the Apply Invoices panel, all open invoices tied to the Payer firm listed in the Edit Payment window are listed.
8. Continue with instructions in Applying payments to invoices and Posting payments.

Reference

• Debits and credits
• Lookup panel

Step-by-step instructions

• Entering payments
• Applying retainers
• Exporting & printing results
• Applying payments to invoices
• Posting payments