AR Payment Batch
Last Modified on 04/05/2024 3:48 pm EDT
Pathway: Accounting > AR Payment Batch
The AR Payment Batch screen consolidates and manages payments received from accounts. When a payment is received, users can apply it to the account in an existing open AR batch, or create a new batch to record the payment in. Payments are applied to accounts after the batch has been posted.
Permissions
The following permissions are required to use the AR Payment Batch tool:
| Permission ID | Permission Name |
| 117 | AR Payment Batch |
| 269 | Apply Deposit - affects the Deposit check box |
Filters and Field Descriptions
| Field | Description |
| Filters |
| '+' Icon | Creates a new payment batch. |
| Period | Filters on the calendar period payment batches are categorized. Period is established at the creation of a batch. |
| Division | Filters on the Division payment batches are assigned. |
| Bank Account | Filters on the bank account payments are deposited into. |
| Open | Select to display only the Open payment batches. An Open payment batch is one that has not been posted or voided. The numerical value shown represents the total amount of payments that are still tied to an open batch. |
| Voided | Select to display only the voided payment batches. The numerical value shown represents the total amount of payments that are associated with a voided batch. |
| Posted | Select to display only posted payment batches. The numerical value shown represents the total amount of payments that have been applied/posted to accounts. |
| Fields |
| Batch # | Identifies the batch. |
| Division | Indicates the Division the batch is assigned. |
| Type | Indicates the transaction type, or the form the payment came in (cash, check, ACH, etc.). |
| Is Merchant | Displays the name of the third party processing system used for credit card processing. |
| Deposit Date | Displays the date the payment was deposited into the bank account. |
| Bank Account | Identifies the bank account payments are deposited into. |
| Deposit Cleared Date | Indicates the date the payment was successfully deposited into the selected bank account. |
| Count | Displays a total count of payments received for the batch. |
| Total | Displays the total amount of all payments included in the batch. |
| Created On | Records when the payment batch was created. |
| GL Batch | Displays the Batch ID for the General Ledger (Accounting > GL Batch Processing). |
| Search | Broad search across all fields in the AR Payment Batch screen. |
| Excel | Exports the AR Payment Batch screen to an excel file. |
Create an AR Payment Batch
The following process must be followed to create a new AR Payment Batch to process payments.
- From the AR Payment Batch screen, select the green ‘+' icon to display the 'Create Payment Batch’ pop-up editor.
- Complete all required fields highlighted in red. * Notes display on the AR Payment Batch screen as well as on the Batch Report.
- Select the Division the payment batch belongs.
- Enter or select a Deposit Date payments recorded in the payment batch will be deposited.
- Select a calendar Period the payment batch falls into.
- Select the Bank Account payments will be deposited to.
- Select Save when finished and the new payment batch will display on the AR Payment Batch screen.
Add Payment to an Open Batch
Received payments can be applied to an open batch, with the requirement that the division for the account aligns with the division of the batch. To access a batch and start applying payments, double-click on the row of an open batch within the AR Payment Batch screen. This action will launch the batch editor. Refer to the steps outlined in the Payment Batch Editor section below to begin adding payments to the batch.
When viewing batch details, the F5 key on your keyboard acts as a shortcut to open the "Search Accounts / Sites" screen.
Batch Payment Editor
Search and Add Accounts/Sites
- Initiate the account/site search by clicking the green + icon, or the F5 key on your keyboard to open 'Search Accounts/Sites.'
- Search for accounts within the 'Search Accounts/Sites' search bar.
- Double-click on the row corresponding to the account for which the payment is intended. Avoid clicking on the account name. Once the account/site is selected, it will automatically appear in the payment section of the batch, and the search screen will close.
Apply Payments to the Account/Site
- Select the Type of payment received by clicking within the 'Type' column.
- Enter a Reference ID by clicking within the 'Reference' column. *This is not required. Refer to your company's policies on entries to this field.
- Enter a value for the Amount received by clicking within the 'Amount' column.
- Select the Deposit checkbox if the payment should be recorded as a deposit on the account and not towards an invoice.
- Select the Auto Apply check box and the system will automatically apply the amount entered to the oldest invoices first OR select the Apply button (displays after an amount is entered) to manually distribute the funds received to open invoices. More information on the "Apply" option is captured below.
Using the Apply Option
To manually distribute payments to open invoice balances, enter an amount into the Amount field and click away. Upon clicking away, the Apply button will display.
Manually Select and Apply to Invoices
In the Invoice Application screen, each invoice with an open balance for an account is listed beginning with the oldest invoice first. Follow the steps outlined below to manually apply payment amounts to invoices.
- From the Invoice Application screen, click on the value from under the 'Apply Amount' column. This will open the 'Invoice Line Item Application' screen.
- Select the Applybutton for each invoice the payment should be applied to.
- As you select 'Apply,' the 'Applied Total' and 'Available for Application' values displayed at the bottom right corner of the popup will automatically update to reflect the changes.
- Select Accept to save the payment amount to the invoices it was applied. This will also close the Invoice Line Item Application popup.
- Click Save on the Invoice Application popup and the payment will be recorded in the batch.
Post an AR Payment Batch
When ready, 'Post' the Payment Batch and payments will be reflected on the accounts they were applied. If a payment batch was created that should be removed, the 'Void' option can be used to void all payments in the batch.
- Double-click within the row of the payment batch that is ready to be posted to display the batch pop-up editor.
- Review the Batch ID located at the top of the editor to confirm the correct batch will be posted.
- Select Post. A Confirmation popup displays, select 'Yes' to confirm.
- After posting, the Post button will change to 'Un-Post'. Select Un-Post in the event the payment batch should be reverted back to an 'Open' status.
- If the payment batch was successfully posted, a Success popup will display and the batch's record will display in green on the AR Payment Batch screen.
Void an AR Payment Batch
If a batch is in an 'Open' status, the option to void is available. Posted batches may also be voided if the 'Un-Post' option remains available and the user 'un-posts' the batch. Voided batches will continue to display on the AR Payment Batch screen highlighted in yellow with a 'Voided' status.
Review Lockbox Payments and 'Change Account'
If payments have been uploaded into the system from Lockbox, and the wrong account is listed with a payment, a 'Change Account' option is available by opening the batch and right-clicking within the row of the account.
Step-By-Step Process
- Double click within the row of the open batch you would like to review from he AR Payment Batch screen. This will display the Batch Details screen.
- Right click within the row of the account the change applies. This will display the 'Change Account' button.
- Select 'Change Account' and the 'Search Account / Sites' popup will display.
- Type the name or ID of the correct account in the search box, then press Enter on your keyboard or click the search icon to locate the account.
- Once the account has populated in the search results, double-click within its row. When the Confirmation popup displays, choose 'Yes' to confirm, and the change will be applied.
