The following steps will explain in detail how to add/edit a new Receivable.
1.From the Main Menu, click on Sales, then Receive Payments. You will now be brought to the Receive Payments Find form that will be labeled, "Find Receivables." Click New button at the upper left hand corner of the form to open the "Find the Customer for this Receivable" form. This is a search form that you may use to find a particular receivable for a particular customer. Click on the next words, Receive Payments for help on how to use the Receive Payments form. Once you complete the form, you may return to this Adding Receivables help to continue below on step number "2.".
2.The Receivable ID field will be automatically filled in with a unique number based on the starting number that is assigned in the Starting Numbers form. This number is used as a reference for you and VisionCore to help find this transaction later if necessary.
3.Now that you have selected the customer and, therefore, the Customer ID, you will notice many of the fields in the Receive Payments form will fill in with data based on that customer. The Line Item Detail area will fill in one line item for each unpaid transaction displaying totals at the bottom of the Line Item Detail. You will also notice that discounts will fill in automatically based on the Terms setup and the Date Paid selected. When you have finished entering data for each field, press the TAB or ENTER key to move your cursor to the next field.
4.The Currency combo box field will automatically fill in with the Currency field selected in the Company Preferences form. You can change this, however. See: Company Preferences for additional information.
5.The Date Paid field will automatically be filled in with today's date. This can be changed to whatever date the payment is being made. Click the dropdown button next to this field to open a miniature calendar where you can graphically set the date for this field.
6.The A/R Account combo box field will automatically fill in with the Accounts Receivable field selected in the Security form > Default Accounts tab > Receivables. You can change this account but normally it is an asset account.
7.The Deposit Account combo box field will automatically fill in with the Deposit Account field selected in the Security form > Default Accounts tab > Receivables. You can change this account but normally it is an Asset or Bank account.
8.The Payment combo box is used to enter the type of payment your customer used. You will be able to select from a list of payment methods from the combo box. When you first create a new data file two payment methods are setup for you. They are Check and Credit Card. You can add, edit or delete payment methods by clicking the Ellipse button next to this field.
9.The Credit Card Payment Info field is where you can enter payment information like credit card number. The Exp Date field is used to enter credit card expiration dates if the customer used a credit card for the payment method. The Reference field is used to enter any additional reference data you want.
10.The Amount Paid field is where you enter the Total amount you received from the customer. You can enter a large payment to cover several transactions and have VisionCore automatically pay them off by clicking the ellipse button next to this field. This will automatically apply the Amount Paid to as many transactions possible in the Line Item Detail from the oldest to newest date. You can manually enter payments in the Line Item Detail if you choose. You can also enter amounts in the Payment field of the Line Item Detail for a number of transactions and then double click in the Amount Paid field to enter the total of those payments automatically.
11.The Unapplied Amount field will display the difference between the Amount Paid and the amount applied in the Payment field for each transaction in the Line Item Detail. This gives you a quick way of knowing how much money is left to apply to transactions in the Line Item Detail.
12.The Overpayment field is read only and will display any credits for the customer. This can happen if they overpay a transaction. You will be able to apply both the Amount Paid and any Overpayments to any transactions in the Line Item Detail area.
13.The Check No field is where you may enter the check number if the customer used a check for the payment method.
14.The Memo field is used to enter a comment or memo about the payment.
The Line Item Detail area will list every unpaid transaction for the selected customer. Most of the fields in the Line Item Detail will be read only. You can click the Ellipse button next to any transaction to review the related receivables for that transaction. See: Receivables Review.
1.Pick the transaction you want to apply a payment for and enter a payment in the Payment field. You can double click in the Payment field to automatically enter the entire Amount Due into the Payment field. This is a very fast method if you want to completely pay off several transactions quickly.
2.The Due Date field
3.The Invoice Number field is read only and will display the selected Invoices. This can happen if they overpay a transaction. You will be able to apply both the Amount Paid and any Overpayments to any transactions in the Line Item Detail area.
4.The Terms field will display a terms based on the Terms selected for the transaction.
5.The Invoice Total field will display the Invoice total before any discount has been applied.
6.The Discount field may or may not display an amount other than zero based on the Terms selected for the transaction. You can manually override the amount in this field if you need to. Basically this field is used to apply any discounts received for paying the transaction off early. If the transaction has Terms of 2% 10 Net 30 and is paid off in less than 10 days then VisionCore would automatically enter a 2% discount based on the Date Paid and the transactions Order Date. See: Terms
7.The Amount Due field will display the Invoice total less the Discount.
8.The Paid check box will be marked with check if the transaction is paid in full.
9.Note that this is the identical information provided in "1." of this grouping of topics, and, that it is included for thoroughness. Pick the transaction you want to apply a payment for and enter a payment in the Payment field. You can double click in the Payment field to automatically enter the entire Amount Due into the Payment field. This is a very fast method if you want to completely pay off several transactions quickly.
Receive Payments [Multi-Customer]