RB User Guide > Receivables > Receive Payments > Entering payments

Entering single payments

If you receive a check or other payment that covers a single invoice, enter the payment and apply it quickly to the outstanding invoice.

Continued from Entering payments.

  1. Find invoice

    1. In the New Payment window, Lookup By is Invoice No. by default. To find invoice by:
      • Invoice number – Enter the number of the invoice you want to apply the payment to in the field.
      • Job number – Select Job No. in the Lookup By drop-down, then enter the number of the invoiced job you want to apply the payment to in the field.
      TIP: Use multi-invoice option if you don’t know the invoice/job number

      If you don’t have the invoice or job number handy, you can use the multiple invoice payment option. When you enter the payment information, it will list all the outstanding invoices for the entered client, and you can select the invoice there. See Entering payment covering multiple invoices.

    2. Click search button.
    3. If you selected Lookup By:
      • Invoice No. – RB9 automatically fills in the invoice details in the Invoice Info pane.
      • Job No. – The Invoices panel opens with any invoices associated with the job listed. Click the hyperlinked invoice number that they payment is for, and RB9 automatically fills in the invoice details in the Invoice Info pane.

      The fields in the Invoice Info pane are not editable. You can look up and update information about the Bill To Firm and Bill To Contact by clicking their lookup button.

  2. Enter payment

    1. In the Payment pane, enter or make selections:
      • Payment Type
        TIP: Customize payment types for your clients

        You can add other payment methods your clients use, such as Cash, Credit Card or Electronic Transfer. Payment types are set up in Lists > Accounting.

        NOTE: Change payment type before posting

        You can change the Payment Type for any transaction, except retainers, until you post the payment.

      • *Transaction Date

        Required. Default is today. Change date, if desired (see Date Navigator).

      • Payer

        The firm that was sent the invoice (Bill To). Click the lookup button to select a different firm. See Looking up firms.

        NOTE: Third-party payer?

        If the check is from a third party, leave blank and enter the name of the third party in the Made By field.

      • Retainer Amount

        Any retainer in the Bill To firm’s account appears in this uneditable field. If you want to use the retainer, see Applying retainers.

      • Check No.

        If payment is by check, enter the check number.

      • *Amount

        Required. Default is the invoice amount. If check amount is different, enter the check amount.

      • Check Date

        The actual date on the check.

      • Account No.

        A payment credits the Accounts Receivable account. Select an account to be debited in the drop-down. The default is your Checking account. (Checking account is set in Business Unit Accounts. See Setting up business units.)

      • Made By

        The issuer of the check, if different from the Bill To firm.

    2. 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.

      • 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.

  3. Save & post payment

    1. Click Save >
      • Save & New – To enter more single payments for single invoices.
      • Save & Close – When finished entering single payments.
    2. Post payment(s). 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
Step-by-step instructions