Phoenix - User Help

The button is provided to allow editing of existing payment allocations.  This button is available from the Activity View.

The Apply button:

•Displays the Apply Payments form;

•Allows quick editing of the existing payment allocations without having to edit the transaction;

•Is available on existing payments and invoices when not editing.

See also: The Activity View Explained

When entering a payment transaction in a Customer or Supplier account, the user may choose the method used to apply the payment:
 

•Automatically

oWhen the user clicks Save, Phoenix allocates the payment amount, starting at the oldest unpaid or part-paid invoice until the payment amount is exhausted.

oThe payment amount is applied to the individual dissections of each invoice, starting with the first dissection.

oThe full dissection amount is paid, if funds permit, before any payment amount is applied to the next dissection.

oAny payment amount remaining after all invoices are paid is recorded as an unapplied payment amount.

•Manually

oOn Save, Phoenix displays the Apply Payments Form with the current payment selected for allocation against a list of unpaid or part-paid invoices.

•Don't Apply

oOn Save, Phoenix allocates the entire payment amount as an unapplied payment. The user must later apply the payment using the Apply Payments Form or Pay Invoice form.

When adding a new transaction, the Apply Payment selection defaults to the option last used.

When editing an existing transaction, the Apply Payment selection defaults to the selection when the transaction was last saved.

When entering payment transaction in a bank account or other reconciled account, the user may link the payment amounts through to customer or supplier account transactions.

The user can choose how these payments are applied to unpaid invoices using the Apply Payment combo box, just as if they were entering the payment directly in the customer or supplier account.

•Automatically

oOn Save, Phoenix allocates the payment amount starting at the oldest unpaid or part-paid invoice, until the payment amount is exhausted.

oThe payment amount is applied to the individual dissections of each invoice, starting with the first dissection.

oThe full dissection amount is paid, if funds permit, before any payment amount is applied to the next dissection.

oAny payment amount remaining after all invoices are paid is recorded as an unapplied payment amount.

•Manually

oOn Save, Phoenix displays the Apply Payments Form with the current payment selected for allocation against a list of unpaid or part-paid invoices.

•Don't Apply

oOn Save, Phoenix allocates the entire payment amount as an unapplied payment. The user must later apply the payment using the Apply Payments Form or Pay Invoice form.

The Apply Payment combo box is displayed for new dissection entries and when editing existing Payment dissections for open item Customer or Supplier accounts.

When adding a new  transaction, the linked Apply Payment selection defaults to the option last used.

When editing an existing transaction, the linked Apply Payment selection defaults to the selection when the transaction was last saved.

The Apply Payments and Credits form is used to allocate either unapplied payments or available Credit Notes to invoices and refunds. This form is split into tow components: the top Payment or Credit note section, and the bottom section which displays Invoices with outstanding balances. There is a splitter bar separating the top and bottom components which allows the form to be resized.

•You are able to select the required sub-account from the drop-down list.

•The Payment or Credit Note panel is loaded with all Payments and Credit Notes that are not yet fully applied or that have already been applied in the selected period.
 
When a Payment or Credit Note is selected, the invoice grid below lists any invoices with amounts already applied from the selected Payment or Credit Note in the current statement period.
 
The invoice panel also lists all unpaid or part-paid invoices for the selected Customer or Supplier account.

•When you tick an invoice check box, the available amount of the selected payment OR remaining invoice balance is filled into the $ Payment column (whichever is a smaller amount).

•You can view the details of the invoice by clicking on the expand box ( at the left hand side).

•The values in the $ Payment column can also be manually entered.

•The Auto Apply button will automatically apply the available amount of the selected Payment/Credit Note starting with the oldest outstanding invoices.

•The button will show you the Payment History for the associated invoice.  This button is only available on paid or part paid invoices.