Customer Payments

Navigation: From the Main Menu select Customer Entry, then press the Payments button.

*Note: In the Multistore version of AutoFluent,you can do this while logged in at any store location, and apply a payment to transactions made at multiple stores.

Payment Tutorials

Applying a Payment Using Auto Apply

• Select the customer from the list using the yellow search boxes.
• Enter the amount of the payment received inside the Pmt Received box.
• Press the Auto Apply button. The payment will be applied to all the transactions that it can, oldest ones first. If there are any open credits to be applied this button will apply them as well. If the terms in those invoices applies also denote a discount for early payment, the applicable discount will appear in the Discount column.
• Press the Process Payment button, enter the payment method and press Done to finish the transaction.

Applying a Payment Manually

• Select the customer.
• Enter the amount of the payment under Pmt Received.
• Select the invoice you would like to apply the payment to.
• Click in the To Apply column, and an arrow button will appear.
  • Press the drop down arrow to apply the whole amount to this invoice.
  • Press it again to apply an applicable discount.
  • Press it again to unapply the line, removing the amount.
  • Optionally, you can type in a specific amount to apply.
• Continue clicking on other transaction lines to apply them as desired.
• Note that you do not have to apply the entire payment amount to transactions, or any of it, for that matter. If you do not apply it all, you will get a warning, and the customer will be left with an unapplied credit.
• Press Process Payment
• Enter the payment method and press Done to finish the transaction.

*Note: If you have received an amount that you want to apply to multiple specific invoices you can use the method above until the To Be Applied box has reached zero.

*Note: If you pressed the Auto Apply button but it did not apply to the invoices you wanted them to you could select the Clear Applied button to start over.

Applying an Unapplied Credit

An Unapplied Credit is a transaction with a negative open amount. This can be from a negative invoice or adjustment, or from a payment that did not get fully applied to other transactions. Old unapplied credits will continue to print on statements until they are applied, so it is a good idea to apply them to other transactions. This is the simplest way to apply an unapplied credit:

• Select the customer.
• Press the Auto Apply button. If there are any unapplied credits, they will automatically apply themselves to other transactions, oldest first.
• Press Process Payment. You will be asked if you are sure you want to save a Zero Payment. Answer Yes. The credit will be applied.
  

Applying Specific Credits or Negated Invoices

Say for example you had invoice #1 for $1000 then you did a negate of that invoice. You will see in the payments screen one invoice for $1000 and another for ($1000). The latter invoice is an Unapplied Credit because it has a negative open amount. In order to apply the ($1000) to the $1000, and not to other open transactions, do the following:

• Select the customer.
• Select the transaction with the credit from the list of transactions. In our example, it would be ($1000).
• Click inside of the to apply column for this invoice, and then click the arrow that appears. Notice that the -$1000 gets added to the to be applied box next to the Process Payments button.
• Now, select the original invoice exp. the invoice with the $1000. Click in the to apply column and press the arrow again. You will see the $1000 credit from the to be applied area gets added to this invoices to apply column and the open amount changes to zero.
• Press the Process Payment button you will see a warning that this is a Zero Payment that is fine since this is a case where a negate is involved. Press OK. A receipt will appear for you to print for your records.
• Now both the original invoice and the negated invoice are gone from the payments window, and will not appear on statements in future months.
  

Other Details

Auto Apply

After selecting a Customer and entering an amount received, this button will apply the payment to the transactions, oldest first.

Clear

This option will clear the search bars

Clear Applied

This will unmark all transactions, zeroing out the To Apply and the Discount columns so you can start over.

Customers with Balances

Uncheck this box if you want to see all Customers. For example, a Customer could have a zero balance, but still have a credit that needs to be applied to transactions

Open Transactions Only

Select Open to see only the transactions that have not been applied or paid off yet.

Preview

This button lets you review and/or reprint an Invoice or payment.

Process Payment

After applying your payment or credit, press this button. If a payment was received, click the button of the appropriate payment method. Press the Done button to finish the transaction.

Reage this Customer

Use this button after using System Maintenance (see below) to refresh the balance.

Show All

Unless this is checked, only the first 100 Customers will be displayed. Use this in conjunction with the Show Customers with Balances checkbox to review all Customers with balances (it may take a while to find them all.)

System Maintenance

This will give you the option to manually change the actual open amount of the transactions. Normally, it should never be used.