This option is enabled under the following conditions:

If you select this option, then the following transactions for the payments processed are created in the Cash Book:

If you do not select this option, then the following transactions for the payments processed are created in the Cash Book:

Enable this to indicate the AR branch to which the payment must be processed. A valid Overwrite branch must be entered.

By default, the Account Receivable branch for a payment defaults to the branch defined against the invoice when it was processed.

When you overwrite the branch then both the Re-establish and Unapplied branches are disabled. They will inherit the transaction branch. Overriding the AR branch at the time of payment results in the payment amount being allocated to a different branch from the branch against the invoice. If these branches have different Accounts Receivable GL control account codes, then an imbalance between the AR balance on the Ledger control account for the branch and the AR balance against the AR branch itself is created. A manual General Ledger journal is required to correct this imbalance.

A valid Overwrite branch must be entered.

The branch is validated according to the integration rules defined in the AR Payments Ledger Interface program. If the geographic area is included in AR payment interface entries, then the customer's geographic area is also validated.

This only applies when the Allow overwrite branch option is enabled.

Enter the amount of the payment received from the customer.

The payment amount must be entered in the currency of the customer.

If you enter an amount in a foreign currency and the Accounts Receivable module is integrated to the General Ledger (General Ledger Integration - General Ledger tab), then you cannot process the payment until you define an Exchange rate variance control account (General Ledger Integration - Receivables tab).

The Payment amount is allocated as follows:

Enter a reference number or the number on the customer's check.

This can also be used to indicate the customer's purchase order number.

This reference is printed on the AR Cash Journal Report and displayed in the Payments and Adjustments program.

Indicate the date on which the payment is recorded on the customer's account.

This defaults to the current system date but can be changed.

This applies if you selected the Retain payment details option (Accounts Receivable Setup - History tab).

Enter an additional note against the payment. This narration is printed on the AR Cash Journal Report.

Select this to create a discount credit or debit note for the settlement discount processed as part of the payment transaction.

	When you process a negative payment, a discount debit note is created.

This applies when the setup option: Print credit/debit notes for settlement discount is set to As required (Accounts Receivable Setup - Terms Discount tab).

You cannot access this option if the activity: AR Option to write settlement discount notes is denied against your operator code (Operator Maintenance - Security).

This only applies when processing a payment for a foreign currency customer.

The exchange rate against a currency can only be changed if it is not fixed (Currencies).

Option	Description
Default rate for entire run	Select this to define a default exchange rate for the entire payment. You enter the exchange rate to use in the Exchange rate field below. When you select this option, you can still change the rate for individual invoices in the Documents to Pay pane if you are processing the payment manually. When you apply an unapplied payment to an invoice, the system calculates the exchange variance between the invoice(s) and the payment and posts the variance gain/loss to the exchange variance account. For example: You process an invoice for USD1 at an exchange rate of 1USD = ZAR 7.00 You process an unapplied payment for USD1 at an exchange rate of 1USD = ZAR 8.00 You contra the unapplied payment with the invoice when the exchange rate is 1USD = ZAR 9.00 Your local currency is ZAR. The exchange rate is defined against your currency table (Currencies). If you select this option, then the following entries are created: Transaction Receivables Account Sales Account Bank Control Account Currency Variance Account Invoice value 7.00 Dr 7.00 Cr     Unapplied payment 8.00 Cr   8.00 Dr   Apply payment 1.00 Dr     1.00 Cr
Original invoice rate	Select this to process the payment at the same exchange rate that was used when the invoice was raised. You typically select this option when there is no difference in the invoice and payment exchange rate (i.e. you do not expect an exchange rate gain/loss to occur). When you apply an unapplied payment to an invoice and there is a variance between the invoice and payment exchange rates, the difference is posted to the bank control account. This is because the system is not expecting an exchange variance. You therefore need to transfer the amount to the appropriate ledger account manually. For example: You process an invoice for USD1 at an exchange rate of 1USD = ZAR 7.00 You process an unapplied payment for USD1 at an exchange rate of 1USD = ZAR 8.00 You contra the unapplied payment with the invoice when the exchange rate is 1USD = ZAR 9.00 Your local currency is ZAR. The exchange rate is defined against your currency table (Currencies). If you select this option, then the following entries are created: Transaction Receivables Account Sales Account Bank Control Account Currency Variance Account Invoice value 7.00 Dr 7.00 Cr     Unapplied payment 8.00 Cr   8.00 Dr   Apply payment 1.00 Dr   1.00 Cr

This defaults to the exchange rate variance account in your General Ledger Integration options (General Ledger Integration - Receivables tab). If this is not defined, then the Currency variance account defined in the AR Currency Variance GL Interface program for the customer's branch is displayed.

The exchange rate variance is calculated as:

(Payment amount x Payment rate) - (Payment amount x Original Invoice rate).

The payment rate is either the rate defined on the Payment Details pane or the rate defined against the individual invoice selected for payment in the Documents to Pay listview. The Original invoice rate is the rate used when the invoice was originally raised and is displayed in the Invoice Details pane.

This field only applies when processing a payment for a foreign currency customer.

Enter the exchange rate to use for this payment.

This defaults to the rate defined for the currency in the currency table (Currencies).

Although the rate can be defined here, it can also be defined when you process the payment manually against each invoice.

If you do not change the rate against the invoice in the Documents to Pay listview when processing the payment, then the rate entered in this field is used for the entire payment.

Select this to pay all outstanding invoices for the customer automatically (in the displayed sequence), until the Undistributed amount in the Information pane falls to zero.

Credit balance invoices are ignored.

This option is not available when processing payments for a Trade Promotions customer (AR Customer Maintenance). When applying a payment for a Trade Promotions customer, the total value of invoices selected for payment will generally exceed the total payment amount received. The difference is then applied to the trade promotion. To do this, the invoices must be selected manually. Applying the payment automatically would cause too few invoices to be paid.

If the setup option: Request tax portion for invoice adjustments/discounts is selected (Accounts Receivable Setup - Tax tab), and discount applies to a taxable invoice, then the tax portion of the discount is calculated according to the default tax code (Accounts Receivable Setup - Tax tab).

If the setup option: Request tax portion for invoice adjustments/discounts is selected (Accounts Receivable Setup - Tax tab) and Sales tax integration to general ledger is set to Branch level, then the tax portion of the discount is posted to the Adjustment value (tax) code (General Ledger Integration - Receivables tab).

If the setup option: Request tax portion for invoice adjustments/discounts is selected (Accounts Receivable Setup - Tax tab) and Sales tax integration to general ledger is set to Tax code level (Tax Options - General tab), then:

If you are using Withholding tax (Tax Options), and you process payments involving Withholding tax, then you cannot enter the Withholding tax amount when you use the Automatic function. This means that there is an outstanding balance equal to the Withholding tax amount on each invoice processed. To clear this you can post an Adjustment to the invoice.

Select this to post a payment to the customer's account without allocating it to any invoice(s).

You this option when a customer makes a payment without indicating the invoices being paid, but you still want to reflect the payment on the customer's account.

Unapplied payments can be manually allocated to invoices at a later stage.

See Unapply Payment.

This enables you to unapply all payments simultaneously.

To unapply a single payment, deselect the checkbox in the first column of the listview for the invoice.

This function does not undo any re-established invoices or unapplied payments processed.

This function is enabled once you select an invoice to pay.

See Activity considerations in Notes and warnings.

This enables the relevant input fields for the line so you can manually enter the payment details for the invoice.

Removing the tick in this checkbox, undoes any information you entered for the line (i.e. it unapplies the payment).

Enter the gross amount of the payment you want to apply to this invoice.

This amount must include settlement discount, trade promotions and withholding tax.

	When you change the Gross amount, the Discount amount and the Tax amount (if applicable) are automatically recalculated.

When processing a payment for a TPM customer (AR Customer Maintenance), you can distribute the difference between the Gross amount and the actual check amount you received to trade promotions which will result in TPM adjustments (see Trade Promotion Deductions).

If you are using withholding tax (Tax Options), then the payment amount must be equal to the Current balance when the customer pays the invoice in full, otherwise it must be equal to the payment made against the invoice plus the withholding tax portion on that amount.

For example:

If the customer remittance advice shows that they are only paying 1000.00 on the invoice and the withholding tax portion is 100.00, then the Gross amount must be 1100 and you enter 100.00 in Withholding tax field.

This indicates the settlement discount amount applicable to the invoice.

This calculated automatically when paying the full invoice amount and the payment falls within the terms discount. No discount is calculated if the payment amount falls outside of the terms discount. In this case, the discount must be manually entered.

For non-TPM customers, the discount is only calculated if the total Payment amount/undistributed amount is greater than the Outstanding balance of the invoice.

For TPM customers, the Outstanding balance of the invoice is distributed regardless of the entered Payment amount/undistributed amount and the discount is therefore always calculated.

The Discount amount is calculated according to the AR Invoice Terms code (AR Invoice Terms) defined against the transaction and the options selected against the Calculation of terms discount option (Accounts Receivable Setup - Terms Discount tab).

The discount is based on the Gross payment amount, providing this is not greater than the Current balance (i.e. the customer is not overpaying the invoice). If the Gross payment is greater than the Current balance, then the discount is based on the Current balance amount.

When processing a partial payment, you must enter the discount amount manually and use the Calculate button at the Discount amount field to recalculate the Tax amount.

	When you change the Discount amount, the Tax amount is automatically recalculated if tax is applicable.

The discount amount is posted to the Discounts ledger account (General Ledger Integration - Receivables tab - see AR Payments Ledger Interface).

This is the tax portion of the settlement discount or the withholding tax amount. Use the tool tip to see what the tax amount column refers to.

You can change this rate if you selected the option: Default rate for entire run in the Payment Details pane and the rate is not fixed against the currency.

The exchange rate for each invoice is not displayed by default. It is only displayed once you select the invoice for payment. To display the exchange rate automatically, the program would have to calculate and reload each entry in the listview depending on the Exchange rate method you selected. This would affect performance when a large number of entries exist on file.

The exchange rates for an invoice are displayed in the Invoice Details pane.

This is set to the transaction branch and cannot be changed when you select the Allow overwrite branch option in the Payment Details pane.

Enter the original amount of the invoice. This should equal the payment amount you want to process against the invoice.

	The amount entered here does not affect the customer's balance.

Enter the original discount given for the invoice.

This field can be accessed only if the customer has been assigned a discount in the invoice terms (AR Customer Maintenance).

This indicates the exchange rate at which the invoice was originally processed.

Enter this required exchange rate.

This only applies to foreign currency customers.

If unapplied payments exist for the customer, then this indicates the highest unapplied payment ID already used. You cannot re-use this ID as each unapplied payment for a customer must have a unique identification.

This is a numeric field in which you can enter up to 12 integers to the automatically applied prefix of _CR to make up a unique identification for the unapplied payment. For example if you enter 101, unique ID for the unapplied payment becomes _CR101.

The number of integers you can add depends on the presentation length defined for AR invoices in Set Key Information.

This is set to the transaction branch and cannot be changed when you select the Allow overwrite branch option in the Payment Details pane.

This is only enabled when you make a change to the selections.

You can choose to set all selections as they were when you last ran the program (i.e. Load Previous Form Values) or save your selections in the pane as your default preferences for all companies, or for the current company only (i.e. Save Form Values as Default or Save Form Values for this Company).

If you have saved form values for the company or as the default, then you can remove these settings and restore them to the form's default preference selections.

Indicate the invoices to display in the listview.

This enables you to indicate the invoices you want to display based on their ages.

This applies when you select the Selected invoices option.

The difference between the invoice value and the payment amount can be divided into any number of deductions, each to the same or different deduction codes.

This reduces the value in the Undistributed amount field in the Information pane.

This code determines the General Ledger accounts to which the deduction amount is posted.

When processing a deduction for a Trade Promotions customer, the reference field is mandatory for the following reasons:

If you select this option, then the following transactions for the payments processed are created in the Cash Book:

If you do not select this option, then the following transactions for the payments processed are created in the Cash Book:

This option is enabled under the following conditions:

Enable this to indicate the AR branch to which the adjustment must be processed.

By default, the Account Receivable branch for a payment defaults to the branch defined against the invoice when it was processed.

Overriding the AR branch at the time of adjustment results in the adjustment amount being allocated to a different branch from the branch against the invoice. If these branches have different Accounts Receivable GL control account codes, then an imbalance between the AR balance on the Ledger control account for the branch and the AR balance against the AR branch itself is created. A manual General Ledger journal would need to be created to correct this imbalance.

This only applies when the Allow overwrite branch option is enabled.

This field is not mandatory and can therefore be used as a hash total field if required.

You can enter the individual adjustment amounts against the invoices in the Documents to Adjust listview and post these directly.

If you do enter an amount in this field, then the program checks that the total of the adjustments posted against the invoices balances to this amount, before allowing you to post.

This is enabled once you select an invoice to adjust.

	To undo a single adjustment, deselect the checkbox in the first column of the listview for the invoice.

This enables the relevant input fields for the line.

Removing the tick in this checkbox, undoes any information you entered for the line.

Enter the taxable portion of the adjustment. This can be either a positive or a negative amount, depending on whether you want to increase or decrease the invoice balance respectively.

If you selected the option: Disburse tax portion to G/L code against tax code (Accounts Receivable Setup - Tax tab), then the taxable portion of the adjustment amount is disbursed to the Sales tax ledger code assigned to the Tax code.

If the entry at the Sales tax ledger code field is blank, or the option: Disburse tax portion to G/L code against tax code is not selected (Accounts Receivable Setup - Tax tab), then the taxable portion of the adjustment amount is disbursed to the Adjustment value (tax) GL control account (General Ledger Integration - Receivables tab).

This indicates the tax code to use to calculate the taxable portion of the adjustment.

This defaults to the Default tax code defined in Accounts Receivable Setup - Tax tab.

The Descriptive tax code must be used if defined (Descriptive Tax Codes).

You can only access this field if the customer is defined as taxable (AR Customer Maintenance), and you selected the option: Request tax portion for invoice adjustments/discounts (Accounts Receivable Setup - Tax tab).

This applies when Accounts Receivable is linked to General Ledger in Detail or Summary (General Ledger Integration - General Ledger tab).

This defaults to the GL account defined for Adjustments against the AR branch (see AR Payments Ledger Interface), but can be changed.

The ledger code entered here is printed on the AR Cash Journal Report.

This code is not validated when General Ledger integration is set to Not linked to G/L - distribution report.

This is only enabled when you make a change to the selections.

You can choose to set all selections as they were when you last ran the program (i.e. Load Previous Form Values) or save your selections in the pane as your default preferences for all companies, or for the current company only (i.e. Save Form Values as Default or Save Form Values for this Company).

If you have saved form values for the company or as the default, then you can remove these settings and restore them to the form's default preference selections.

This enables you to indicate the invoices you want to display based on their ages.

This applies when you select the Selected invoices option.

Indicate the bank into which the miscellaneous receipt was deposited.

If Payments are linked to the Cash Book module (Accounts Receivable Setup - Integration tab), then the default Cash account held against the bank is automatically used as the Debit ledger code and debited with the payment amount.

Indicate the currency of the miscellaneous receipt.

This applies only if you indicated that foreign currency sales are required (Accounts Receivable Setup - General tab) and the receipt amount is in a foreign currency.

If you specified a foreign bank at the Receipt bank field, then you can only enter the currency of that bank.

This field is not available for local currency transactions.

Indicate the General Ledger code to debit with the receipt amount.

This applies if Accounts Receivable is linked to General Ledger in Detail or Summary (General Ledger Integration - General Ledger tab).

The ledger code entered here is printed on the Cash Journal report.

If payments are linked to the Cash Book (Accounts Receivable Setup - Integration tab) then the default cash account held against the bank is automatically displayed and debited with the payment amount.

Indicate the General Ledger code to credit with the receipt amount.

Indicate the applicable exchange rate or accept the default entry displayed.

The default rate is the rate in the currency exchange rate table (Currencies).

This field is not available for local currency transactions or if the currency is fixed.

This indicates the actual payment amount received from the customer.

This amount is repeated for all invoices paid with the same check, which enables you to see which invoices were paid by a specific check.

This applies to Payment and Miscellaneous Receipt transaction types.

This is indicates how the Check amount was distributed to each invoice. The amount applied to each invoice is displayed.

This applies to Payment transaction types.

Controls access for posting customer payments in the Payments and Adjustments, AR Payments Import and AR Payment Run programs.

Controls access for adding adjustments in the Payments and Adjustments and AR Payment Run programs.

Controls access for adding miscellaneous receipts in the Payments and Adjustments and AR Payment Run programs.

Controls access to the logging details of AR payment detail lines selected when posting customer payments using the Payments and Adjustments program.

When a re-established invoice is paid, the first line of the transaction is not included on the log; only the payment lines against the transaction are written to the log.

	This eSignature only writes to the eSignatures audit log. It does not prevent the posting of customer payments. This eSignature should only be used with the Access control level of Log only. No details are written to the log when the Access control level is set to Denied.