Advanced Grower Solutions GrowPoint Documentation

GrowPoint document id: 16

Accounts Receivable - Payments

When a customer pays for goods and services, the payment amount should be recorded to reduce the balance owed by the customer. In GrowPoint, the customer payment screen can:

To create a Payment record:

1. Print a Customer Aging or Statement report to review the details of the Customer account.
2. Start the Payment screen from the A/R Menu, Payments Menu.
3. Press the Add button to start a new Payment record.

Once the Add button is selected, the Payment Detail tab screen appears. The Detail screen is where the payment information is entered.

Payment No.:

When a new Payment record is created, the system automatically assigns a Payment Number to the transaction. This number can’t be changed. You can change the next payment number assigned through the A/R Set Up screen. This field is shaded with a light blue color because it is required to save a Payment record.

Customer:

Enter a Customer Code or press the right mouse button to display a Customer.

Lookup screen:

When a Sales Order is paid, the Bill to Code on the Sales Order is used to identify the customer.

Payment Date:

Enter the Payment Date. This is the transaction date for the Payment record and this is the date posted to the General Ledger.

Check No.:

Enter the customer check number. This field is a reference only and is not required by the system.

Payment Amount:

Enter the check amount. This is the amount the customer is paying and does not need to be reduced by a discount amount. Even if the customer pays a reduced amount because of a discount, enter the check amount.

Checking G/L Acct:

When the check is posted to the General Ledger, this is the AccountvNumber being debited. Usually this is the Checking Account Number. This field defaults to the Checking G/L Account set up on the A/R Set Up screen.

Credit G/L:

GrowPoint allows Non-Accounts Receivable deposits to be entered through the Payment screen. A Non-A/R deposit is for monies received for other then payment for a Sales Order. Usually these are refund payments or rebate checks received from other sources. For example, if receive a rebate check for purchasing equipment, this type of Accounts Receivable deposit isn’t from a customer, so it could be entered as a Non-A/R deposit. Although this type of deposit isn’t usually from a customer, GrowPoint requires the customer field to be filled in to save the payment. Many users find it convenient to have a miscellaneous customer for this reason.
To indicate that the payment is a Non-A/R deposit, enter the credit General Ledger account Number. This is usually a Sale Income account.

Comment:

Use this Memo field to enter a description for the Payment record. The first line of the comment appears on the Customer Aging report.

FOB:

Enter the FOB source for the payment. If you are using FOB to identify the source of the payment, this field must be entered. Refer to the FOB section on the A/R Set Up screen for information on using FOB for reporting purposes.

Batch No.:

This field is not used by the system and is not available on any GrowPoint report.

Bank Deposit #: This field is not required by the system but can be used to group a batch of payments by daily deposit number.

Apply Payment to Interest

Customer interest is calculated when a Customer Statement report is printed. If a customer has outstanding interest, the interest can be paid through the Payment screen. Only posted Interest can be paid through the Payment screen.
Unpaid interest is accumulated and the total amount appears in the Outstanding Interest field, which is located in the middle right section of the Payment screen. Typically, if a customer payment is received and the customer has outstanding interest, the payment is applied to interest before paying Sales Orders. This is not required but is usually the practice of the Credit Manager.
When interest is paid on the Payment screen, the Amount Remaining to be Applied field is changed to reflect the payment amount applied to interest.

Apply Payment to Sales Orders

When a Customer Code is entered on the Payment Detail screen, the system displays posted Sales Order that have a balance due in the lower section of the Payment Detail screen. Only posted Sales Orders can be paid on the Payment screen.
The Sales Orders appear in chronological order by shipping date, with the oldest invoices at the top of the list.
To search for a specific Sales Order to pay, you can click into either the Order Number or Reference column. Both of these columns are searchable by simply typing in the first few characters or digits of the Order or Reference Number.

Balance Due:

The balance due for each Sales Order appears. The total balance for outstanding Sales Order also appears at the bottom of this column.

Applied Amount:

Enter the amount of the payment to apply to a Sales Order. If you press the key through the Sales Order column, the system automatically applies an amount which is equal to the balance due or the remaining amount to be applied, whichever is less.

Apply a Discount to a Sales Order

As an incentive to pay a transaction prior to its due date, you may offer customers a terms discount. This type of discount is referred to as a ‘discount taken’. Discounts taken on the payment reduce the balance due on Sales Orders.

Discount %:

Enter the percentage the customer is taking. If a Discount Percentage is entered, the system calculates the Discount Amount.

Discount $:

If a Discount Percentage is entered, the system calculates the Discount Amount. You may override the amount if necessary.

Discount G/L:

If a Discount Amount is entered, you must supply a Discount General Ledger Account Number. The default account is set up on the A/R Set Up screen.

Creating an Overpayment

If a customer pays more then is owed, you can create an Open Credit record. This amount is considered an overpayment because the payment amount exceeded the outstanding balance owed by the customer.

Payment – Overpayment Confirmation

When the Payment record is saved with an Amount Remaining to be Applied, the system asks for a Credit G/L Account Number for which to post the overpayment amount. Enter a valid Account Number and press the OK button.
When an overpayment is entered on a Payment, the system creates an Open Credit record for the Customer. If you print a Customer Aging Report, you should notice a credit amount for the overpayment. This credit can be applied to any Sales Order with a balance due or it can be refunded if necessary. Refer to the Credits section of this manual for information about applying a credit to a sales order or refunding the credit.

Deleting a Payment

Customer payments can be deleted in the event the customer check is returned as insufficient funds or if the payment is incorrect. To delete a payment:

  • Locate the Payment record to be removed through the Payment List tab.
  • Click on the desired records and press the Delete button.
  • Press the OK button to confirm you wish to delete the Payment record.
If the Payment record has not been posted, the system simply removes the Payment record and reduces the payment amount on the Sales Order.
If the Payment record has been posted, the system creates a “Deleted Payment” record which is a reverse of the original payment. The deleted payment must be posted to adjust the General Ledger.

Credit Card Fees

GrowPoint now allows credit card fees to be added to the payment. Click here for more information.