Apply Payment

You can manually apply a payment to an invoice. For example, if you reverse a payment application, you will have to manually apply the remaining amount to an invoice. A typical time to apply a payment manually is if you have manually added a payment (refer to Create and Post Payment).

You can apply a payment that has been created by any payment method.

Complete the following steps to apply a payment:

1. Select Customer Billing from the Gotransverse application menu .

   You may see a Customers and an Accounts tab or just the Accounts window, depending on the value for the Allow Multi-Customer Accounts Billing system setting. The Allow Multi-Customer Accounts system setting must be set to True to see both tabs. If this system setting is set to False, you will only see the Accounts window while in the Customers module. Refer to System Settings for more information about configuring system settings.

2. Select a customer from the list or search for a customer from the Search field to open the Customer Summary window.

   To quickly access a customer or billing account, click the icon on the title bar (on either the Customers or Accounts window) and enter part of the customer or billing account name. If you do not see the Accounts tab, you can still search for a billing account from the Customers window by entering part of the number in the Search field. You can also bookmark regularly-used pages. Refer to Search Feature for more information.

   

   Customers Window

   Click the icon in the left pane to hide it. Click the icon to open it.

   You can manage which columns display in any table with a Configure or Columns button by clicking the button and selecting desired columns. In addition. If the table includes a Filter button, you can filter the table contents. If the table includes an Export button, you can export visible table contents (up to 50) to a CSV (comma-separated values) file. Refer to Data Tables for more information about using these features.

3. On the Customers window, select an account to open the Customer Summary window.

   

   Customer Summary Window

4. On the Customer Summary window, select an account on the Accounts tab to open the Account Details window.

   

   Account Details Window

5. Click the Services tab and select a desired service in the Recurring Services section to open the Service Details window.

   

   Account Details Window - Services Tab

   NOTE: If you use the Avalara Communications Tax processor, the Recurring Services and One-Time Services tables will include a Tax Mode column showing how the service was configured for tax: Tax Exclusive, Tax Inclusive, or No Tax.

6. On the Payments window, complete either of the following:

   1. For the payment you wish to apply, click the in the Actions column and select Payment Application to open a Payment Information window.

      

      Actions Menu Option - Payment Application

   2. OR, select a payment from the Payments data table to open a Payment Information window and select Payment Application from the Payment drop-down menu to open a Payment Application window.

      

      Payment Drop-down Menu - Payment Application Option

7. On the Payment Application window, in the Payment Application section, review the payment application information. Enter the Payment Amount for each invoice up to the remaining balance.

   

   Payment Application Window

   • For invoices to which you do not want to apply a payment, change the payment amount to $0. If you do not want to apply the payment to any invoices at this time, you can allocate the payment at a later time.

   • When the payment is less than the total of all invoices, the funds are allocated to the oldest invoice first. You can still choose which one(s) to pay. If the payment is more than all the open invoices, all invoices are paid and the remaining unallocated amount will be shown, and you can still choose which one(s) to pay.

8. After you have entered all required information, click Apply. All applications associated with a given payment are listed under the Application detail tab.

   

   Payments Application Detail Tab

   Negative amounts indicate that the payment was reversed.

 

 

Topic updated: 10/2023.