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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.

Single Contact

  1. Open the contact record and click the Billing tab.
  2. Click Enter Payment (check, cash, or credit card).
  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 Payment (check or credit card). 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. Select Display Related Contacts' Invoices to show all related contacts' invoices.
  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.

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 and choose Enter Check.
  4. Add Payment From (must be a contact in the database).
  5. Select invoices from any contact.
  6. Payment amount must match the invoice total.
  7. Click Done.

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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