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Applying Customer Ledger Entries

When you receive a cash receipt from a customer or you make a cash refund, (customers may sometimes require a cash refund rather than a credit memo to offset against future invoices, particularly in cases when a customer returns items that have already been paid for or when a customer has overpaid an invoice) you must decide whether to apply the payment or refund to one or more open debit or credit entries. You can specify the exact amount you want to apply to, for example, the payment and thereby only partly apply customer ledger entries. It is important at some stage to close (apply) all customer ledger entries in order to obtain correct customer statistics and printouts of the account statements and finance charges.

You can apply customer ledger entries:

• in connection with entering information in a journal:

• To Apply a Payment to a Single Customer Ledger Entry:

  1. Open the Cash Receipt Journal window. Alternatively, you can use the Sales Journals.

  2. On the first journal line, enter the relevant information about the entry to be applied. For Help about a specific field, click the field and press F1.

  3. If you wish to apply the payment to a single customer ledger entry when posting, click the AssistButton in the Applies-to Doc. No.  field.

  4. Select the entry to which you want to apply the payment.

  5. On the line in the Amount to Apply field, click F2 and enter the amount you want to apply to the entry. If you do not enter an amount, the program automatically applies the maximum amount. At the bottom of the Apply Customer Entries window, you can see the specific amount in the Applied Amount field and also whether the application balances.

  6. Click OK to close the Apply Customer Entries window. The Cash Receipt Journal window now shows the entry you have selected entered in the Applies-to Doc. Type and Applies-to Doc. No. fields.

  7. Post the cash receipt journal.

  To Apply a Payment to Multiple Customer Ledger Entries:

  1. Open the Cash Receipt Journal window. Alternatively, you can use the Sales Journals.

  2. On the first journal line, enter the relevant information about the entry to be applied. For Help about a specific field, click the field and press F1.

  3. If you wish to apply the payment to multiple customer ledger entries when posting, click Functions, Apply Entries. Select the lines with the entries that you want the applying entry to be applied to, and then click Application, Set Applies-to ID.

  4. On each line in the Amount to Apply field, click F2 and enter the amount you want to apply to the individual entry. If you do not enter an amount, the program automatically applies the maximum amount. At the bottom of the Apply Customer Entries window, you can see the specific amount in the Applied Amount field and also whether the application balances.

  5. Click OK to close the Apply Customer Entries window.

  6. Post the cash receipt journal.

   

• from a sales header

  To Apply a Credit Memo to a Single Customer Ledger Entry:

  1. Open the Sales Credit Memo window.

  2. Enter the relevant information on the header. For Help about a specific field, click the field and press F1.

  3. If you wish to apply the credit memo to a single customer ledger entry when posting, click the AssistButton in the Applies-to Doc. No. field on the Application tab.

  4. Select the entry to which you want to apply the payment.

  5. On the line in the Amount to Apply field, click F2 and enter the amount you want to apply to the entry. If you do not enter an amount, the program automatically applies the maximum amount. At the bottom of the Apply Customer Entries window, you can see the specific amount in the Apply Customer Entries field and also whether the application balances.

  6. Click OK to close the Apply Customer Entries window. The Sales Credit Memo window now shows the entry you have selected entered in the Applies-to Doc. Type and Applies-to Doc. No. fields. And the amount of the credit memo to be posted, adjusted for any possible payment discounts.

  7. Post the credit memo.

  To Apply a Credit Memo to Multiple Customer Ledger Entries:

  1. Open the Sales Credit Memo window.

  2. Enter the relevant information on the header. For Help about a specific field, click the field and press F1.

  3. If you wish to apply the credit memo to multiple customer ledger entries when posting, click Functions, Apply Entries. Select the lines with the entries that you want the applying entry to be applied to, and then click Application, Set Applies-to ID.

  4. On each line in the Amount to Apply field, click F2 and enter the amount you want to apply to the individual entry. If you do not enter an amount, the program automatically applies the maximum amount. At the bottom of the Apply Customer Entries window, you can see the specific amount in the Apply Customer Entries field and also whether the application balances.

  5. Click OK to close the Apply Customer Entries window. The Sales Credit Memo window now shows the amount of the credit memo to be posted, adjusted for any possible payment discounts.

  6. Post the credit memo.

   

  (credit memo or return order):

• that have already been posted but not applied:

  To Apply Posted Customer Ledger Entries:

  1. Open the Customer Card window.

  2. Browse to a customer with entries that have already been posted.

  3. Click Customer, Ledger Entries.

  4. Click Application, Apply Entries. In the Apply Customer Entries window, you can see the open entries for the customer.

  5. Select the line with the entry that will be the applying entry, and then click Application, Set Applying Entry.

  6. Select the lines with the entries that you want the applying entry to be applied to, and then click Application, Set Applies-to ID. The program enters three asterisks (***) - or if you work in a multi-user system, your user ID - in the Applies-to ID field.

  7. For each line in the Amount to Apply field, click F2 and enter the amount you want to apply to the individual entry. If you do not enter an amount, the program automatically applies the maximum amount. You can see the specific amount in the Applied Amount field at the bottom of the Apply Customer Entries window.

  8. Click Application, Post Application. The Post Application window appears with the document number of the applying entry and the posting date of the entry with the most resent posting date.

  9. Click OK to post the application.

   

If the posted application have resulted in closed customer ledger entries,

Note

After you have selected an entry from the Apply Customer Entries window by clicking OK, or several entries by setting the applies-to ID, the Applied Amount field on the journal line will contain the sum of the remaining amounts for the posted entries you have selected -unless the field contains something already.

If you select Apply to Oldest in the Application Method field on the customer card - then the program will take care of the application automatically.

If you are applying already posted entries, you select one of the entries as the applying entry with the function Set Applying Entry. You can remove an applying entry with the function Remove Applying Entry. If you set a new applying entry while there is an applying entry in the header, the new entry will become the applying entry and the former applying entry will be removed as applying entry. But the former applying entry will now have an applies-to ID set.

Related Topics

Allowing for Application of Customer Ledger Entries in Different Currencies

Allowing for Rounding Differences when Applying Customer Ledger Entries

Setting Up G/L Accounts for Rounding Differences

Viewing Applied Customer Ledger Entries from the Ledger Entry Window

Viewing Applied Customer Ledger Entries from the Window with Open Entries

Applying Vendor Ledger Entries

Unapplying Applied Customer or Vendor Ledger Entries

Applying Cash Receipts

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