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Applying Payments for Single Contacts, Related Contacts, or Multiple Unrelated Contacts

Updated
The Goal: Apply cash, check, or credit card payments to invoices for a single contact, a group of related contacts, or multiple unrelated contacts in one transaction.

Before You Begin:

  • Staff members can apply payments from a contact’s Billing tab (all payment types) or from the Finance rail, Billing section, All Sales/Invoices (check payments for multiple unrelated contacts only).
  • Cash payments from the contact’s Billing tab will only show that specific contact’s invoices — no related invoices.

Step-by-Step Instructions

Single Contact

  1. Open the contact record and click the Billing tab.
  2. Click ENTER CHECK/PAYMENT for a check payment. For the other types, use the drop-down arrow beside that button: Pay Now (credit card), Enter Cash, or Enter External Payment.
  3. The Payment From field will generate a change in invoices from the business to an associated individual.
  4. Select the appropriate invoice(s).
  5. Enter the check or credit card number.
  6. Enter the amount.
  7. Click Done. The payment will appear on the contact record of the original invoice.

Related Contacts

  1. Open the contact record and click the Billing tab.
  2. Click ENTER CHECK/PAYMENT, or choose Pay Now from the drop-down arrow beside it for a credit card payment.
    Note: Cash payments will only show the specific contact’s invoices and no related invoices.
  3. Payment From will default to the contact record you selected. Change Payment From to the business to display invoices from the business and all related contacts.
  4. Tick Advanced Options at the bottom of the window, then select Display Related Contacts’ Invoices below the invoice list. A Contact Name column is added to the list and all related contacts’ invoices appear.
    NOTE: Display Related Contacts’ Invoices is hidden until Advanced Options is ticked.
    Add Enter Check Payment window with Payment From set to the business and the Display Related Contacts' Invoices check-box boxed
  5. Select the appropriate invoice(s). If the payment is not for the exact amount of the selected invoices, it will be applied in numerical order based on the invoice reference number (Ref #).
  6. Enter the check or credit card number.
  7. Enter the amount.
  8. Click Done. The payment will appear on the contact record of the original invoice.
    Completed Add Enter Check Payment window with the invoices selected, the amount totalled, and the Done button boxed

Multiple Unrelated Contacts (Check Payments Only)

  1. Go to Finance, Billing section, click All Sales/Invoices.
  2. Filter to Open Invoices. Apply other filters as desired. Filtered results will appear on screen.
  3. Click the drop-down arrow beside NEW INVOICE and choose Enter Check.
    NOTE: Enter Check does not appear in that drop-down until the Show Open Invoices filter has been applied.
  4. Add Payment From (must be a contact in the database).
    IMPORTANT: The window opens with every invoice in the filtered list already ticked and the Amount pre-filled with their combined total. Clear the check-box in the column header first, then tick only the invoices this check covers.
  5. Select invoices from any contact.
  6. Payment amount must match the invoice total.
  7. Click Done.
    Enter Check Payment window opened from All Sales/Invoices with invoices selected across unrelated contacts and the Payment From field boxed

Common Pitfalls

  • Cash payment not showing related invoices: Cash payments only show the specific contact’s invoices. Use check or credit card to view and pay related contacts’ invoices.
  • Payment amount mismatch for multiple unrelated contacts: The payment amount must match the invoice total exactly. If it does not match, the system will not apply the payment.

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