Since paying invoices usually involve receiving money, it is very important to be able to track and report these transactions in a detailed manner. This is done by the use of BATCHES. A Batch is basically a grouping of transactions that have something in common. A Batch could be used for all similar payments, all payments entered by the same staff, etc. A Batch is assigned to an entire invoice.
CRITICAL!! PLEASE NOTE THAT YOU MUST HAVE AN OPEN BATCH TO PAY AN INVOICE. SEE TOPIC/LINK BELOW ON CREATING BATCHES IF YOU DO NOT HAVE ONE ACTIVE.
From the Member Data Entry Screen, perform a Find to select the member that is being selected to apply payment. Once the Find has been performed and the member record is available, click on the DUES / RPAC tab. All dues related Invoices for the selected member will be listed in the FINANCIAL - MEMBER INVOICES section located in the lower left side of the screen.
Click on the Invoice ID that is being paid. The information will be populated in the Member Invoicing screen. BEFORE applying payment, verify that the invoice contains only the line items that the member is paying.
*Note: If the Invoice was created during the Annual Dues Billing, then there will be an RPAC line item. If a RPAC line item is not being paid, then click the small red X to the right of the RPAC line.
The Total Amount of the payment from the member must equal the Invoice Total amount. If these two amounts do not equal, then the line items may be adjusted by clicking on the Adjust Price button. Once the Total Amount of the payment and the Invoice Total amount are equal, click on the PAY INVOICE button located on the upper right hand side of the screen.
*Note: ALL payments must be assigned to a BATCH. If there is not a BATCH already selected, then the following message will appear: Either there is no default batch or your default Batch is not Open. Please select an Open Batch. Click the OK button.
The message will disappear and a list of OPEN BATCHES will appear on the screen.
*Note: If there are not any OPEN BATCHES listed or a BATCH does not exist that would be acceptable to use at this time, then click the Go Back button. It will then be necessary to Create a New Batch.
Click the USE button on the left side of the screen, next to the BATCH that is to be used for payment. A message will appear asking: Use this BATCH for payments? Click the Yes button to use the selected BATCH.
The INVOICE Payment Screen will now appear. The Batch Number that was just selected will now populate in the top section under the name.
There are two ways to pay the entire invoice in full.
Click the PAY IN FULL button located next to the VOID button. Once the button is clicked, a message will appear asking: Mark entire invoice as PAID? Click the Yes button. Once the button is clicked, the following fields will populate with the appropriate information: Status, Paid, and Date Pd.
Pay each line individually by clicking the little PIF radio button on each line next to the DEL X button. Once the button is clicked, the following fields will populate with the appropriate information: Status, Paid, and Date Pd.
*Note:Once the lines have been PAID, verify the correct date is populated in the DATE PD
This will be the last chance to make any changes or modifications to the Invoice before finalizing the payment field.
Click the cursor in the Payment Type field and a drop down menu will appear with the acceptable selections. This field allows you to also manually enter a payment type. if the one you are looking for does not exist.
Once the selection is made, place the cursor in the Ref: field and type the appropriate reference.
Once Payment Type field and the REF: field are populated, click the UPDATE button to PAY the Invoice. Keep in mind, once the UPDATE button has been selected; the Invoice is now finalized and can no longer be modified. The Member Invoicing screen will now appear with History.
Click the Go Back button to return to the Member Data Entry Screen and notice that the Invoice is now marked as Paid and the Balance is zero.