Apply Documents saves time matching many Sage 300 Accounts Receivable payment documents to A/R Invoices.

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1 Using Apply Dcuments Apply Dcuments Apply Dcuments saves time matching many Sage 300 Accunts Receivable payment dcuments t A/R Invices. Matching can be dne frm the perspective f a payment dcument r frm the perspective f an invice. The aut-apply matching feature includes an ptin t exclude selected dcuments r invices. Payments frm a natinal accunt custmer can be applied t any f its member custmers. General features: Select dcuments t apply by custmer number, dcument number, natinal accunt, dcument date, discunt grace perid r due date grace perid. Specify dcument types prepayments, receipts, unapplied cash, and/r credit ntes. Specify additinal criteria fr dcument selectin if applicable. Click the Lad buttn t display filtered apply-frm dcuments in ne grid, and invices fr the selected apply-frm dcument custmer in a secnd grid. Duble-click an apply-t invice t apply as much as pssible frm the selected applyfrm dcument amunt. Duble-click an apply-frm dcument t apply amunts t as many displayed apply-t invices as pssible, frm tp-t-bttm. Use Aut-Apply t match all displayed apply-frm dcuments t their crrespnding apply-t invices. Select Yes in the Skip clumn t exclude apply-frm dcuments r apply-t invices frm the aut-apply peratin. Review and ptinally verride matched amunts befre prcessing. Select Yes in the Skip clumn t exclude apply-frm dcuments r apply-t invices frm the aut-apply peratin. Once all matching is cmplete, clicking the Prcess buttn t create an A/R Receipt Batch which can then be reviewed and psted using Sage 300 Accunts Receivable. As f 2017, Order number and PO number clumns have been added t grids, and yu can drill dwn t O/E rders. Apply Dcuments is easy t understand in a situatin where, fr example, 300 invices are sent ut and 290 checks fr these invices are received and depsited - and nw need t be applied. This User Guide als prvides tw examples f dcument applicatin prcess: ne using an "pen item" custmer, and ne using a "balance frward" custmer. The principles f peratin are the same fr hundreds f custmers and mismatched amunts. Using Apply Dcuments The Apply Dcuments icn appears under TaiRx Prductivity Tls > Accunts Receivable Tls n the Sage 300 desktp and can be cpied t ther menu lcatins. TaiRx Prductivity Tls fr Sage 300 1

2 Using Apply Dcuments Click the Apply Dcuments icn in the Accunts Receivable Tls flder t pen the Apply Dcuments frm, shwn belw. Specify hw t select dcuments fr applicatin: Yu can lk up dcuments fr applying t invices by specifying up t three data ranges using custmer numbers, dcument numbers, natinal accunt numbers, dcument dates, discunt grace perids r due date grace perids. Fr example, chse Custmer Number t specify all unapplied prepayments, receipts, unapplied cash and credit ntes fr a range f custmers. Specify the type f dcuments that yu want t apply: Use the checkbxes t specify dcument types that yu want t apply: prepayments, receipts, unapplied cash and/r credit ntes. TaiRx Prductivity Tls fr Sage 300 2

3 Using Apply Dcuments Chse additinal criteria: Click the Additinal Criteria buttn t use ther dcument fields fr filtering. Lad the list f dcuments: Click the Lad buttn t display the list f dcuments. When the Lad buttn is pressed, the prgram will display the range and type f dcuments that meet the additinal criteria that yu specified. Yu can adjust the ranges, dcument types r additinal criteria if necessary, then click Lad again. Apply dcuments that are laded in the tp grid: Duble-click in the Apply clumn in the tp grid t select dcuments. The prgram will autmatically apply the amunts t invices in the bttm grid. Skip invices in the lwer grid befre applying by duble-clicking in the invice Skip clumn. Yu can als duble-click in the Apply clumn in the bttm grid select invices the prgram will autmatically apply dcuments frm the tp grid t the invices in the bttm. TaiRx Prductivity Tls fr Sage 300 3

4 Using Apply Dcuments OR aut-apply Duble-click in the skip clumn t exclude dcuments, and then click the Aut-Apply buttn. Review the dcument applicatins in the bttm grid. If n review yu d nt want t apply a payment t an invice, duble-click t change the Apply clumn t N. Click the Prcess buttn t create an A/R receipt batch: Click the Prcess buttn t create an A/R Receipt Batch. The fllwing windw appears t let yu enter the batch and batch entry descriptins and the entry date. Click the OK buttn t cnfirm. The prgram will prvide yu with the receipt batch number: TaiRx Prductivity Tls fr Sage 300 4

5 Using Apply Dcuments Click the Lg buttn t cnfirm that the receipt batch was created: Apply Dcuments started. Perfrmed by user: ADMIN Select Dcuments T Apply Custmer Number Frm [1100] T [2240] Batch Infrmatin Batch Descriptin: Apply Dcuments - August 2020 Entry Descriptin: Apply Dcuments - August 2020 Entry Date: 8/14/2020 A/R Receipt Batch 68 Created. Creating Apply Transactin fr Custmer Dcument PY Prcessing cmpleted. ================================================================================ The Lg lists: The user, and the range f dcuments specified fr the selectin. The batch descriptin, entry descriptin and the receipt batch number. TaiRx Prductivity Tls fr Sage 300 5

6 Apply Dcuments prcessing examples Apply Dcuments prcessing examples Balance Frward Custmer In the tp-grid belw, the "balance frward" custmer APPLY-BF and a single payment f $840 is selected. The invices fr APPLY-BF, ttaling this amunt are shwn in the bttm grid. Duble-click the Yes clumn in the tp grid t apply a payment t the invices shwn, as much as pssible, frm tp-t-bttm. In the example belw, the payment f $840 matches the ttal f the 3 invices shwn and is fully applied. Partial matches - either partial payment r verpayment are handled the same way. TaiRx Prductivity Tls fr Sage 300 6

7 Apply Dcuments prcessing examples Open Item Custmer In the tp-grid belw, the "pen item" custmer APPLY-OI and a single payment f $250 is selected. The invices fr APPLY-OI, including an invice that matches this amunt, is shwn in the bttm grid. Duble-click the Yes clumn in the tp grid t apply a payment t the invices shwn, as much as pssible, frm tp-t-bttm. In the example belw, the payment f $250 matches the first f the invices. This "seems right". TaiRx Prductivity Tls fr Sage 300 7

8 Apply Dcuments prcessing examples What happens if yu select the secnd payment fr APPLY-OI? What wuld happen if the secnd payment fr APPLY-OI was selected and matched. Again the matching will be dne frm tp-t-bttm as shwn belw. This desn't "seem right". The amunts can be manually adjusted t crrect. TaiRx Prductivity Tls fr Sage 300 8

9 Apply Dcuments prcessing examples Applying payments by duble-clicking the invices in the bttm grid Nte that yu can als match by duble-clicking n the Yes clumn in the bttm grid. Fr the balance frward custmer APPLY-BF, ding this n the first invice matches $500 f the $840 payment, as shwn here. Ding this n all 3 invices, will result in the applied amunts shwn belw: TaiRx Prductivity Tls fr Sage 300 9

10 Apply Dcuments prcessing examples Using the Aut-Apply buttn Yu can use the Aut Apply buttn instead f ding individual matching. If n individual matching is dne fr APPLY-BF and APPLY-OI in the abve examples, all f the matching can be dne in ne step. Just click the aut-apply buttn. Yu can see that Aut-Apply applied the balance frward payment t the three invices belw, and it als applied the pen item payments which yu can see if yu select the pen item payments in the tp grid. TaiRx Prductivity Tls fr Sage