Manually Match Customer Payment Record to Invoice

Outcome

The customer balance is updated. An accounting journal and a customer payment journal are printed.

Accounts receivable and the general ledger are updated. These account entries are created:

Matching on Account Record

Accounting Rule	Account	Debit	Credit
*	Customer		x
AR30 – 100	Customer (on account)	x

*Account entry based on the original customer invoice.

Matching Credit Invoice

Accounting Rule	Account	Debit	Credit
*	Customer		x
*	Customer	x

*Account entry based on the original customer invoice.

Before you start

The starting conditions listed in Adjusting Customer Payments must be met.

Note that matching of credit notes or on account records to invoices must be done using a payment method that is not connected to a payment type for payment receipt. A control is done in (ARS112/E) and in (ARS118/E) that the 'Received' amount is not 0 when a payment method connected to payment type for payment receipts.

See Managing Customer Payment Receipts for a detailed description.

Follow these steps

1. Start 'Payment Received. Record' (ARS110/B).

2. Select option Change for a detail record under FAM function AR30 to serve as an entry template.

3. On the E panel, select one of these alternatives:

   • To match records without allocating any new payments, specify 0 as the received amount
   • To match records and allocate new payments as well, specify the total received amount.

4. Apply the information in the instructions connected to Recording Customer Payments to specify the other values on the E panel, when required. Press Enter.

5. On the F panel, select an sorting order, when needed to identify the accounts receivable records to work with:

   • 1 = Payer
   • 2 = Customer
   • 3 = Invoice number
   • 4 = Quick entry
   • 5 = Group invoice
   • 6 = Sorted by due date.

6. Specify the payer/customer in the panel header.

7. When applicable, allocate the payment as usual using options 1 = 'Full payment' or 11 = 'Partial payment'.

8. When the amount left to distribute is zero, use one of these options for one or several records to release the amount to be matched:

   • 1 = 'Full payment'
   • 2 = 'Partial payment'. On the H panel, specify the partial payment amount and press Enter to return to the F panel.

9. To match the amount left to distribute in the panel header, select one of the same options for one or several of the displayed invoice/on account records with an amount equal to the amount to match (but with reversed sign).

   The matched records are closed.

10. When the matching is complete and the amount to distribute consequently is zero, press F3 to assign a voucher number to the voucher.