Entering and manually applying payments

Use this procedure if you want to apply a payment to an invoice other than the oldest invoice or if you want to spread a payment over multiple invoices. Fill out the needed information on BN81.1 and the application opens BN81.2, which displays all open invoices for that COBRA participant or retiree. You can apply the payment to the appropriate invoice.

Access Cash Entry (BN81.1).
Use these guidelines to specify the field values:

Type

Select the type of cash application. This is a required field.

Payment or Credit Memo

Specify the number of the payment or credit memo that you want to apply. The payment number and credit memo numbers must be unique for a COBRA participant or retiree. This is a required field.

Amount

Specify the amount of cash received or the amount of the credit memo. This is a required field.

Transaction Date

Specify the date of the cash application. This is a required field. The transaction date is the date payment was received or the date a credit memo was issued.

Automatic Apply

Select No to enter the payment.

Account

If you are entering a credit memo, then select a general ledger distribution company for the debit entry. If you are entering a payment, then the application debits the Cash Account defined in Benefits Company (BN00.1); the Cash Account does not display and cannot be overridden.
Select the Add form function. The application automatically opens Cash Entry and Application (BN81.2).

Note: If the unapplied amount is not equal to the invoice amount, then you must apply the difference to an over-short account.
In Cash Entry and Application (BN81.2), the Unapplied Amount and Invoices display. Specify the unapplied amount into the appropriate Apply Amount field(s).

Note: The application recognizes only invoices that are printed. If there is no invoice to apply the payment to yet, then close Cash Entry and Application (BN81.2). The payment is entered in the application. Apply the payment at a later date, after the invoices are run.

See Printing Invoices.
Select the Change form function.
Select the Special Actions, Release form function to release the applied payment to the general ledger.

Note: Release a payment only when the unapplied amount is zero.

Related reports and inquiries


To	Use
Display all invoices, payments, and credit memos for a COBRA participant or retiree	Transaction Inquiry (BN82.1)
Review released payments	Cash Application Edit (BN281)