Overview
The Receive Payments screen is used to record customer payments and apply them to open transactions. A payment can be applied to one or multiple invoices, customer credits can be applied when available, and discounts can be recorded when applicable.
The screen also provides a running summary of the payment, including the amount received, amounts applied, and any remaining unapplied balance.
Help Topics (Links)
Overview of the Receive Payments screen
To access Receive Payments:
AR > Receive Payments
The Receive Payment form opens automatically.
Click New only when you need to start another payment after completing the current payment.
1. Payment Information
The Payment Information section contains the information needed to record a customer payment.
The available fields include:
- Search By – Select whether to search All Customers or customers with a balance.
- Warehouse – Select the warehouse associated with the payment, if applicable.
- Customer – Select the customer making the payment.
- Received By – Automatically populated with the current user.
- Receipt # – Automatically generated by 1place.
- Payment Date – Defaults to the current date.
- Payment Method – Select the method used to make the payment.
- Check / CC # – Enter the applicable payment information.
- Auth # – Enter the authorization number when applicable.
- Batch # – Displays the batch associated with the selected payment method.
- Batch Total – Displays the accumulated total of payments processed within the current batch.
Payment Method and Batch
When a Payment Method is selected, 1place automatically creates a batch for that payment method.
The selected Payment Method and Batch # are retained when switching between customers. This allows multiple customer payments using the same payment method to be processed within the same batch.
The Batch Total accumulates as payments are saved within the batch.
For example:
- Select Check as the Payment Method.
- A new Batch # is automatically created.
- Enter a payment of $100 and click Save & Create Deposit.
- Select another customer.
- The Check payment method and the same Batch # remain selected.
- Enter a payment of $200.
- The Batch Total now reflects $300.
- Continue processing additional payments using the same payment method and batch.
Changing the Payment Method
When the Payment Method is changed, 1place automatically creates a new batch.
The Batch Total resets to $0.00 for the new batch.
For example:
- Current Payment Method: Check
- Current Batch Total: $300
- Change Payment Method to Credit Card
- A new Batch # is automatically created.
- Batch Total resets to $0.00.
The new payment will then accumulate in the new Credit Card batch.
Payment Summary
The payment summary on the right side of the screen displays:
- Received From Customer
- Applied to Invoices
- Applied from Credit
- Applied from Discounts
- Net Unapplied
The Batch Total is separate from the payment summary and represents the accumulated amount processed in the current batch.
2. Open Transactions
The Open Transactions section displays the customer's open transactions that can be selected for payment.
Use the following fields to locate transactions:
Start of Range
End of Range
Transaction filter
Search Transaction #
Click Filter after changing the search criteria.
The transaction list can include invoices and other open transactions. The available information includes:
Transaction #
Customer PO #
Transaction Type
Transaction Date
Transaction Total
Previous Payments
Balance Due
Payment Terms
Discount Date
Discount %
Discount Amount
Net Balance
Amount Applied
Select the checkbox beside a transaction to apply the payment.
The totals at the bottom of the section provide a running view of the customer's balance and the amount being applied.
3. Notes and Actions
Notes
Use the Notes field to enter internal comments related to the payment.
Action Buttons
The buttons at the bottom of the screen provide additional payment actions:
New - Start another payment.
Import - Import payment information.
Move Selected To Top - Move selected transactions to the top of the list.
Issue Refund (for Selected) - Issue a refund for the selected transaction.
Save & Create Deposit - Save the payment and proceed with deposit creation.
Help - Open help resources.
Close - Close the Receive Payments screen.
Common Scenarios
Payment received for the full amount of an invoice
Use this procedure when a customer payment fully covers an invoice.
Enter Payment Information
Go to AR > Receive Payments.
Select the customer.
Confirm the Payment Date.
Select the Payment Method.
Enter the required payment information.
Confirm the Received From Customer amount.
Apply the Payment
Locate the invoice in Open Transactions.
Select the checkbox beside the invoice.
Verify the amount applied to the invoice.
The payment amount will be applied based on the selected transaction's available balance.
Verify the Payment
Before saving the payment, verify the payment summary:
Received From Customer - Confirm the amount received.
Applied to Invoices - Confirm the amount applied to the invoice.
Applied from Credit - Confirm any customer credit being used.
Applied from Discounts - Confirm any discount being applied.
Net Unapplied - For a fully applied payment, this should be $0.00.
Complete the Payment
Enter any relevant information in Notes.
Click Save & Create Deposit.
Payment received for several invoices
Use this procedure when one customer payment needs to be applied to multiple invoices.
Select the customer.
Enter the payment information.
Locate the customer's open invoices in Open Transactions.
Select the checkbox beside each invoice being paid.
Review the amount applied to each invoice.
Verify the payment summary.
Confirm that the Net Unapplied amount is correct.
Enter any relevant notes.
Click Save & Create Deposit.
Payment received for invoices and customer credits
When a customer payment needs to be applied together with an existing customer credit, select the applicable transactions and verify the Applied from Credit amount in the payment summary.
Review the resulting Net Unapplied amount before saving the payment.
Payment received without identified invoices
When the customer has provided a payment but has not identified the invoices being paid:
Select the customer.
Enter the payment information.
Review the customer's open transactions.
Apply the payment to the appropriate transactions when identified.
If the payment cannot be fully applied, review the Net Unapplied amount.
Add a note describing the payment when necessary.
Save the payment.
Customer makes an overpayment
If the customer pays more than the amount being applied to open transactions, the remaining amount will appear as Net Unapplied.
Review the unapplied amount and follow the appropriate customer credit or refund procedure.
Issue a refund for a selected transaction
To issue a refund:
Select the applicable transaction in Open Transactions.
Click Issue Refund (for Selected).
Complete the refund process.
Processing Multiple Payments Using the Same Batch
- Go to AR > Receive Payments.
- Select the first Customer.
- Select the Payment Method.
- Enter the payment amount.
- Apply the payment to the appropriate open transactions.
- Click Save & Create Deposit.
- Select the next Customer.
- Verify that the Payment Method and Batch # are retained.
- Enter and apply the next payment.
- Click Save & Create Deposit.
- Continue processing payments as needed.
The Batch Total continues to accumulate with each payment processed using the same payment method and batch.
How to Start a New Batch
To start a new batch, change the Payment Method.
- Select the next customer.
- Change the Payment Method.
- 1place automatically creates a new Batch #.
- Verify that the Batch Total has reset to $0.00.
- Enter and apply the payment.
- Click Save & Create Deposit.
Receive Payment Settings
Payment methods and other Receive Payment configuration are maintained through the applicable 1place settings.
Refer to the Receive Payment Settings documentation for information about configuring payment methods and related settings.
