Starting in Acctivate version 10.3, users are able to relate unapplied Credits/Payments to Invoices at the time of invoicing. If a Customer has an available Credit or unapplied Payment, it can be applied to the Invoice in the Invoice Order window. This article will show how this works in Acctivate.
In the screenshot below, notice that Baker, Ruby shows three unapplied Credits on the Invoices tab of the Customer window. B3349Z for $50, B3348Z for $25 and B3347Z for $50. As an outstanding Balance shows for these Credits, we can tell that these have unapplied value. Also, notice the “Unappl Cr” field which shows the total unapplied amount of $125.
In this next screenshot, we can see that order A1527T is being invoiced for Ruby Baker with a total amount of $100. In the Payment section of the Invoice Order window, notice the Credits button. If no unapplied Credits/Payments are available for the related Customer, the Unapplied Credits window will show “This customer has no credits to apply.”
Clicking on the Credits button will pull up the Unapplied Credits window. Here, you will be able to see all unapplied Credits/Payments related to the Customer. In the screenshot below, notice that we are able to see all of Ruby Baker’s available Credits (B3349Z, B3347Z and B3348Z). At the top of this window, we are able to see the total Amount Due on the Invoice, the total Credits selected and the outstanding Balance Due after the selected Credits are applied. In this example, the box to the left of the B3348Z ($25) Credit is checked, so the Applied amount shows as $25.00 with an outstanding Balance of $75.
In this next screenshot, B3349z ($50) and B3347Z ($50) are selected to be applied to the Invoice, so the outstanding Balance is $0. When attempting to also select B3348Z ($25), Acctivate will populate the warning below. Acctivate will not allow Credits/Payments to be applied in an amount greater than the Balance Due.
In this next example, assume that the user wishes to relate Credit B3348Z ($25) to the Invoice, but do not wish for the Invoice to have any outstanding Balance Due. In this case, Credit B33348Z ($25) is selected first, then B3347Z ($50), then B3349Z ($50). In this next screenshot, notice that all three Credits have been selected. Since B3349Z ($50) was selected last, and the outstanding Balance after applying the other two Credits was $25, only $25 of B3349Z is applied to this Invoice, leaving the Balance Due at $0. Once all desired Credits are applied, clicking Apply will close the Unapplied Credits window.
After releasing the Invoice with Credits B3347Z or B3348Z fully applied, looking back at the Invoices tab of the Customer window for Ruby Baker, we no longer see Credits B3347Z or B3348Z as unapplied. However, B3349Z still shows with a $25 remaining Balance.
1: While the examples above use Credits, the functionality is exactly the same using Customer Payment records.
2: If collecting Payment at the time of invoicing, Acctivate will allow Credits/Payments to be applied for less than the total Balance Due, then collect Payment from the Invoice Order window for the remaining Balance.
3: Voiding the posted sales Invoice will un-relate the Credits/Payments from the Invoice. This will make the unapplied Credits/Payments available to be used on other orders. When re-releasing the voided Invoice, the unapplied Credits/Payments will need to be re-selected.
4: Any User with Permission to “Invoice Shipped Orders” will be able to apply Credits/Payments to the Invoice.
For any other issues/questions related applying Credits/Payments at the time of invoicing, contact Acctivate Support here.