How to Apply Payments to an Invoice

After you finalize an invoice, you can apply payments to it. A finalized invoice is one whose status is either Ready or Partial. This topic shows you how to apply partial and full payments to a finalized invoice.

1. Click to display the Invoices page.

This page lists all of your invoice records. Each record is active link to the customer's invoice. You can apply payments only to invoices whose status is Ready or Partial.

2. Click the desired link to open the customer's invoice.  For example:

3. Click to open the Apply Payment window. For example:

Payment details, including the customer's name, payment due date, and the invoice balance appear at the top of the window. Items billed on the invoice are listed at the bottom.

The Payment Date field shows today's date. The asterisk (*) indicates this is a required field.

4. In the Payment Date field, click and select the date you are applying the payment. Alternatively, type the date in this field.
5. If desired, type a note in the Memo field to record details about the payment.
6. You can apply a payment to the entire invoice or to a specific line item. Do one of the following:

• To apply a payment to the entire invoice:

1. Type the amount of the payment in the Payment Amount field in the top-right. This amount can be a full payment or a partial payment.
2. If the amount is a down payment, select the Down Payment checkbox.

The system applies the amount equally to all invoice items listed at the bottom of the window.

• To apply the payment to one billed item only:

1. Select the checkbox to the left of the item.
2. If you are applying a payment or applying a discount, type the amount you want to apply in the desired field.

7. Click .

Based on the payment amount you applied, the system updates these payment details:

• Invoice Balance

• Discount Amount (if applied)

• Payment Amount

8. Click to exit the window.

Related Topics

About the Invoices Page

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