Unapplied How To s & Troubleshooting

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1 Unapplied How To s & Troubleshooting Solutions to Identifying & Applying Unapplied Version B Soft-Pak 8525 Gibbs Drive Suite 300 San Diego, California Phone Fax Page 1 of 18

2 Table of Contents WHAT IS UNAPPLIED... 3 When to Apply Unapplied... 3 HOW TO IDENTIFY ACCOUNTS WITH UNAPPLIED... 4 HOW TO APPLY UNAPPLIED... 7 Creating Unapplied Cash Receipts Batch... 7 Applying Unapplied with New Payment to Invoices (Regular Cash Receipts Batch) CORRECT MISAPPLIED UNAPPLIED POSTINGS Move Unapplied to Account with no Current Charges ADDITIONAL UNAPPLIED APPLICATION OPTIONS Auto Apply Unapplied during Day-End Process UNAPPLIED TRACKING Page 2 of 18

3 What is Unapplied Unapplied refers to an amount on the customer's account that is the total of payments received that have NOT been applied to any invoices. The balance on the customer's account is adjusted accordingly when the original payment is made, so the total Balance Due is correct; however there may be open invoices that can be paid using unapplied. Example: The customer below has two open invoices totaling $110.00; in addition, they have Unapplied totaling $50.00 resulting in a balance of $ The Unapplied monies can be used to apply towards any open invoice. The only way to use Unapplied amounts toward invoices is through Cash Receipts; specifically Open Item Batch Entry since Balance Forward customers do NOT have unapplied amounts. This can either be done through the creation of a Cash Receipts batch to apply Unapplied amounts only or while doing a 'regular' Cash Receipts batch, the Unapplied can be applied in conjunction with any payments on the accounts. When to Apply Unapplied We suggest running a report prior to Billing (specifically Invoices and Statements) and Month-End listing all customers with Unapplied amounts (use the Variable Customer Report on the Reports menu). Then use the Unapplied to apply to open invoices, this will 'clean up' the customer's account and the Aged Trial Balance. How to Apply Unapplied is discussed next in this document. Page 3 of 18

4 How to Identify Accounts with Unapplied The Variable Customer Report can be used to identify customers with Unapplied amounts. From the Reports tab Select #1 Variable Customer: Either a One Time Report can be ran or a Template can be added for future use. Select one of these two options: To idenitfy customers with Unapplied make the following selections in your Variable Customer Report:, select to run in Detail, limit by Unapplied $ and select your Output Type. In this example we are sending to a spreadsheet but the report can also be printed. Page 4 of 18

5 Note: The report can further be narrowed if needed by items such as, Company #, Cycle, Variable Fields, etc... Once Selections have been made, Press Enter to continue, F11 to Confirm and Enter again to acknowledge the report has been submitted to batch: After exiting the Variable Customer Templates menu and when the report has completed, a Message window will appear. In this example the report was directed to a spreadsheet file, highlight the Report Message in Red or double click it to download the report to excel: Page 5 of 18

6 The report will show all customers with Unapplied amounts and includes a column showing what the Unapplied amount is. The accounts now can be reviewed in Customer Service to determine if the Unapplied should be applied to open invoices. Review Open Invoices and determine if Unapplied should be applied to these invoices. Page 6 of 18

7 How to Apply Unapplied Unapplied can only be applied in a Cash Receipts Batch. It can be applied in a Cash Receipt Batch that contains Unapplied applications only or Unapplied can be applied during your normal payment application process. Creating Unapplied Cash Receipts Batch To apply Unapplied in its own Cash Receipt Batch From the Accounting Menu, Select #1 Cash Receipts Entry/Update When a batch will contain unapplied amounts only, leave any check amounts or payment amounts blank. The Batch Amount to be entered on the Cash Receipts Batch Entry 'header' screen should be blank. Fill in the follwing information: Batch ID (or let the system automatically generate it). Batch Date current date will automatically populate. Bank G/L code. Company ID (if on screen). Press Enter to create the batch. Press Enter to confirm the creation of the batch. Page 7 of 18

8 Go to the Open Item Batch Entry screen by clicking on F11. button, or press There is no payment information to enter since the purpose of this batch is to apply Unapplied only. Fill in the Customer # and leave the Check # and Check Amt BLANK. Press Enter to display the Open Invoices for the customer. Go to the Prev unapply to apply column for the invoice the unapplied is being applied towards. Enter the amount that will be taken out of 'Unapplied' and used to apply to the invoice. The amount can NOT be larger than the Invoice Balance Due. Press Enter. The system will recalculate the Invoice Balance Due based on the amount entered in the Prev unapply to apply column. Page 8 of 18

9 Note: The Previous unapply fields are changed, the Invoice Bal Due field for Invoice # is now 0 and the Prev unapply to apply field for Invoice is the amount we used from unapplied. Continue applying the unapplied to other open invoices if needed. Press Check # screen. Press to finish with the Invoice screen. This will bring you back to the to finish with the Customer. Continue on to the next Customer with unapplied. Once you are done, press 'header' screen. Exit (click on ) and post the batch. to get to the Cash Receipt Batch Entry From the Accounting Menu, select option #3 - Cash Receipts Post. The system will list all outstanding batches on the Batch Selection screen. Double click on the correct batch and confirm posting. The Unapplied will now be applied as requested. Page 9 of 18

10 Applying Unapplied with New Payment to Invoices (Regular Cash Receipts Batch) To apply Unapplied with New Payments create a regular Cash Receipts Batch. From the Accounting Menu, Select #1 Cash Receipts Entry/Update On the Cash Receipts Batch Entry 'header' screen, in the field, enter the total of all the NEW payments for the batch (this should equal the 'tape total' or the deposit total). Note: Since the unapplied payments were already deposited when they were originally entered, those amounts should NOT be included in the Batch Amount to be entered. Press Enter to create the batch. Use the regular Payment Entry screen to key in the new payments. For customers with a new payment AND unapplied: Select to get to the Open Item Batch Entry screen, fill in the Customer #, Check # (for the new payment) and the Check Amt (ONLY the amount of the new payment). Press Enter, the Open Invoices will be displayed. Page 10 of 18

11 In the Check Amt to Apply column for the invoice being paid with the new payment, enter the check amount. In the Prev unapply to apply column for the invoice using the unapplied amount, type the amount to use from unapplied. Press Enter. The Remain check amt, Previous unapply, and Invoice Bal Due will be recalculated based on the amounts entered. Press Press to finish with the invoices. to finish with the customer. Continue entering the rest of the payments in the batch as normal. Once complete post the Cash Receipt Batch. From the Accounting Menu, select option #3 - Cash Receipts Post. The system will list all outstanding batches on the Batch Selection screen. Double click on the correct batch and confirm posting. The Unapplied will now be applied as requested and all payments entered will be posted. Page 11 of 18

12 Correct Misapplied Unapplied Postings When Unapplied is posted to the wrong account, Sales and Adjustments must be used to move it to the correct account. Unapplied cannot be moved from Unapplied on one account to Unapplied on another account. Moving the Unapplied: In this example, Unapplied of $50.00 was incorrectly posted to customer ME-350 when it should have been posted to customer ME-360. Correct using Sales & Adjustments We suggest using a unique Charge code (sz/cg) for these types of adjustments, and the charge code should post to a unique general ledger (GL) code. Since the net amount for all companies for these transfers should always be 0.00, it will be easier to see if users are posting incorrectly if the charge codes and general ledger codes are unique. Keep in mind, if payments are misapplied to a different company, the net amount for the company may not be 0, but it should be 0 for all companies combined. Do not use the same general ledger code as your 'bank' account because the net amount of that account will not be 0 at the end of the month due to returned (NSF) checks. First Step Debit Sales and Adjustment on the account Unapplied has been incorrectly posted to. From the Customer's Profile screen, go to the Sales & Adjustments tab Page 12 of 18

13 Enter the appropriate Sz/Cg for your adjustment. In our example below, we use a charge code of AJ MP in the Sz/Cg field for 'Adjustment-Misapplied Payment'. The GL code for this charge code is 'MISAP'. In the description, type in a detailed description of why you are transferring the Unapplied. Note: A clearly defined description is helpful in knowing what happened on the account/why the adjustment is being done. This information can be used in the future for research and audit purposes. Enter the total to be adjusted; in this case it is $ Note: This is a debit adjustment so the $50.00 should be a positive amount, no credit symbol. Enter the invoice number the adjustment will be applied towards. Note: Unlike with misapplied payments the original post was not put towards an invoice, but was put into Unapplied. In the case of correcting Unapplied we suggest reversing the payment against an old invoice that was already paid then go in to Cash Receipts and move the 'unapplied' to that re-opened invoice. Once you have entered the above information, you can post the Sales Adjustment to complete your transactions on this account. Click Post or F5 to post Sales and Adjustment. Second Step Credit Sales and Adjustment On the account the Unapplied should have been applied to. Reminder: Unapplied cannot be moved from Unapplied on one account to Unapplied on another. It has to be applied to an open invoice(s) or if no billing has occurred on the account yet it can be placed into Unbilled by not referencing an invoice number. This will reflect on the customers next invoice as a credit. Page 13 of 18

14 On the account the Unapplied should have been applied to, select Sales and Adj to process your Credit Sales and Adjustment. Follow the same steps as for the Debit Sales Adjustment. Make sure to use the same Size and Charge code, enter your description, enter credit total (place a minus sign behind your total to make amount a credit) and enter the invoice number Unapplied should be applied to. Once you have entered the above information, you can post the Sales Adjustment to complete your transactions on this account. Click Post or F5 to post Sales and Adjustment. Third Step Apply Unapplied to Debit Adjustment from first step The Debit Adjustment from the first Step opened an invoice for the Unapplied to be Applied to. Now Apply the Unapplied to that invoice see instructions above on How to Apply Unapplied. Move Unapplied to Account with no Current Charges If Unapplied has been misapplied and has to be moved to an account with no billing, like in the case of a prepayment or deposit follow the same instructions above for Correct Misapplied Unapplied Postings. The only difference will be on the Credit Sales and Adjustment Step Two; no invoice number can be referenced if billing has not yet occurred. Leave the Invoice number blank, this will place the credit into Unbilled. When the account is billed the adjustment will appear on the invoice. Page 14 of 18

15 Additional Unapplied Application Options Auto Apply Unapplied during Day-End Process Day End can auto apply Unapplied Cash. This reduces the time spent manually reviewing and applying Unapplied. If this feature is activated and the customer has a zero balance Unapplied will automatically be applied to all open invoice(s) on the account. Since the account balance is zero the total of the open invoices will equal the total of Unapplied. In addition Unapplied cash can be auto applied to invoices on accounts where the balance does not equal zero in three ways: 1. If there is one open invoice and unapplied cash equals that invoice, apply unapplied. 2. If there are two open invoices and unapplied cash equals both invoices, apply unapplied. 3. Apply any unapplied to the oldest invoices. Any or all three options can be used. Contact support at or SupportServices@Soft-Pak.com to activate this feature. Page 15 of 18

16 Unapplied Tracking Unapplied tracking is detailed way of monitoring where Unapplied originated from and where it has been applied to. This is an option that can be activated by support. When activated, several additional features are available. From the customers account on the A/R History, the Unapplied amount in the aging becomes a button. When clicked, it will show the checks and amounts that make up what is in unapplied. Page 16 of 18

17 In the A/R History transactions, when unapplied is applied to an invoice, the check number will be displayed on the line item. Note: When Unapplied Tracking is not activated the A/R History shows the line item as Applied from Previous Unapplied not the detail of where the Unapplied originated from. When the line item is double clicked, the application relating to that check will be displayed, including when it was added to Unapplied, and what invoices it has been applied to. Page 17 of 18

18 Unapplied Tracking requires an additional step during the Cash Receipts application process that gathers the detail seen on the customers A/R History. When unapplied monies are applied to an invoice, the user is required to identify which check the unapplied will be applied from. They will be prompted with a listing of the checks that still have unapplied money waiting to be applied. The user then enters the amount they are applying from the check number the Unapplied orginated from. This detail will then be avaliable on the customers account in A/R History. Contact support at or SupportServices@Soft-Pak.com to activate the Unapplied Tracking feature. Page 18 of 18

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