Within TransActPOS, the Accounts Receivable module maintains customer records, account balances, customer pricing, and more. This week, we are going to look at making payments on a customer's account and the different options within the Payment Application screen. 

Customer information is maintained within AR | Customer File. Once this is opened, you can locate a customer in your system. When the customer is located and opened, you can view various customer details. For accounting information, click on the Accounting tab. This tab displays a customer's account information, such as the taxation information, credit limit, account terms, sales discount, jobs, and more. Customer account terms and taxation is created and maintained within System | Support Files.

Once the customer is established and has the proper account information (terms, credit limit, etc.), you can now begin to charge invoices to their account. Create an invoice as you normally would. Once the sale is ended, you are presented with the payment screen. On this screen, select Account Charge to charge the total of the invoice (or portion thereof) to the customer's account to be paid at a later time. Once the payment has been accepted, the balance will be reflected on the customer's account and will appear on any future statements the customer may receive.

When the customer comes back into the store to make a payment on their account, click on POS/AR | Payments and select Pay on Account. Locate the customer wanting to make the payment and click Select. Once the customer has been accepted, you will be brought to the Payment on Account screen. Here, you can view the customer's information, the current balance on their account, and other account information. Enter the payment amount and press the enter key. This will enable the Next button, allowing you to continue in the payment process. Once Next has been pressed, you will be able to select the payment type. Once the payment type is selected and accepted, you will be brought to the Payment Application screen.

The Payment on Account (Application) screen shows similar information to the above Payment on Account screen, but shows the payment amount and invoices that have been charged on the customer's account. If the customer is paying on a particular invoice assigned to a specific job, you can click the Select Job button to view only invoices tied to a job. Once you are ready to apply the payment, the application process can be done in two ways:

• Automatic: This will automatically apply the payment to the oldest invoice on file and apply the remaining payment to the second oldest and so on until the payment is zero.
• Manual: This allows you to apply the payment manually in various ways. This includes being able to apply portions of the payment to multiple invoices if the customer desires. This mode also allows you to enter in a payment discount on specific invoices as you see fit as well. To enter the payment amount to an invoice, click the box under the column "Payment" for the particular invoice you want and type in the amount to pay on that invoice. If you want to enter a payment discount for an invoice, click the box under the column "Pay Disc." and enter the amount.

Once the payments are applied, click Post Payments to confirm the payments entered. If you made an error, you can click Cancel Posting and redo the entire process.