Apply Payments to Multiple Customers

This procedure is very similar to the procedure for applying payments to a single customer.  However, the screens are accessed differently, and the screen flow is slightly different.  This procedure explains how the steps differ when a payment is to be applied to multiple customers.  Before using this procedure, however, you should read and understand the procedure to Enter/Inquire/Update Checks, Drafts, Clearing Transactions, Write-offs, Chargebacks, Deductions, and their Applications.

1.   Select the Corporate/Multi-Customer Payment Entry option on the Accounts Receivable Menu.

2.   Enter data on the header screen.

Enter required information about the payment (including the payment type, bank code, and amount).  Bill of order payment types are allowed for corporate customer, multi-customer, and the single customer options.  Bills of exchange are only allowed for the multi-customer and single customer options.

If you wish, you may enter a customer in the On-Account Customer field.  Any cash unapplied at the end of this transaction will be placed on account for this customer.  This field must be blank for Bill of Exchange payments.  On-account must be entered through the normal payment application.

Specify which customer has submitted the payment, using one of the following methods:

·     Type the customer number in the Customer field, leaving the location field blank or leaving both company and location fields blank.  The system will display a list of bill-to customers with this customer number in all locations or all company/locations.

·     Type the corporate customer number in the Customer field, type Y in the Corporate field, and press Enter.  The list of bill-to customers associated with the corporate customer will be displayed.

·     Type the customer number in the Paid-by field and press F14.  (Leave the Customer and Corporate fields blank.)  A list of bill-to customers using this paid-by customer will be displayed.

·     Leave the Customer and Corporate fields blank and press F14.  All bill-to customers in the system will be displayed. 

3.   Select the first customer for which the payment should be applied and press Enter.

The Payment Header screen (AR120S01) is displayed. 

4.   Apply the payment to the first customer, following the steps in the Enter/Inquire/Update Checks, Drafts, Clearing Transactions, Write-offs, Chargebacks, and their Applications procedure.  Note the following differences:

·     The payment type, payment number, accounting date, payment date, and bank code cannot be changed.

·     You can change the payment amount.  This field defaults to the total amount to be applied.  Changing this amount will affect the total amount of the payment to be applied to this customer.  You will then need to apply the remainder of the total payment to another customer.

·     F7 does not appear on the Payment Header screen.  Consequently, you cannot use this procedure to apply an amount from on-account, inquire into a payment application, or correct a payment application.

·     After you have applied the payment to the first customer, you will be returned to the list screen.  From this screen, you can select one of the displayed customers and continue applying the payment. 

·     After you have applied payments to all customers, you can press F22 to end the transaction.  If the payment has not been applied completely, any remaining amount is placed on the account of the customer specified in the On-Account field in step 2.  If you did not specify an on-account customer, you will not be able to exit the transaction until the entire payment has been applied.