Payments

Allows the user to apply a payment against an existing billing with the option of posting a USAS receipt.  You may post payments from either the Billings or Payments grids.

Posting a Payment from the Billing Grid

To post a payment from the Billing: 

• From the Account Receivable menu, select "Billings" to display the Billing grid.

• Select the Billing and Click on $ Apply Payments or click on the Billing’s ‘view’ icon to view the Billing and click on $ Apply Payments to click on button.

   

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• The Payment window is displayed.  The Payment # is auto assigned.

• The Date will default to the current date, but may be changed. The date must be in an open period.

• Check Number is an optional field.

• If user posting payment has the permission USAS_RECEIPT_CREATE, the 'Generate Receipt' box will be checked.  This will automatically create a receipt in USAS under Transaction>Receipts.

• In the Amount field, enter the payment amount. 

• Click on  to post the payment in AR and the receipt in USAS.  Click on to cancel out of the payment without posting.

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Posting a Payment for Multiple Billings from the Billing Grid

• From the Account Receivable menu, select "Billings" to display the Billing grid.

• Select all Billings that you want to post a payment to.  NOTE: All billings selected must be from the same customer.

• Click on  at the top of the grid. 

• The Payment window is displayed.  The Payment # is auto assigned.

• The Date will default to the current date, but may be changed. The date must be in an open period.

• Check Number is an optional field.

• If user posting payment has the permission USAS_RECEIPT_CREATE, the 'Generate Receipt' box will be checked.  This will automatically create a receipt in USAS under Transaction>Receipts.

• In the Amount field, enter the payment amount for each Billing.

• Click on  to post the payment in AR or click on to cancel out of the payment without posting. If the Receipt was created, it will show under Transactions>Receipts in USAS.

Pop Up window when multiple Billings are selected to Apply Payment to for the same Customer from the Billing grid:

Posting a Payment from the Payment Grid 

1. From the Account Receivable menu, select Payments to display the Payments grid.

2. Click   

3. Enter the Billing # and click 

4. The Payment window is displayed.  The Payment # is auto assigned.

5. The Date will default to the current date, but may be changed. The date must be in an open period.

6. Check Number is an optional field.

7. If user posting payment has the permission USAS_RECEIPT_CREATE, the 'Generate Receipt' box will be checked.  This will automatically create a receipt in USAS under Transaction>Receipts.

8. In the Amount field, enter the payment amount for each Billing.

9. Click on  to post the payment in AR or click on to cancel out of the payment without posting. If the Receipt was created, it will show under Transactions>Receipts in USAS.I

Search/View Payments

The Payment grid allows you to search for existing payments by clicking in the filter row in the grid columns and entering in the desired information. By default, the Payment grid sorts by the most recent date.  Click on  to generate a quick report based on what you filtered.  Click on any row of the search results to see a highlight view of the record.

Click the view icon  to view a particular payment.

Edit a Payment

To edit a payment:

1. Search for desired payment.

2. Click on the edit icon  for the payment

3. Make desired changes.

4. Click on Save to post the changes to the payment, click on Cancel to not post the modified payment and return to the Payment grid.

Print a Payment Receipt

You may print a payment receipt when viewing the payment.  You may also print one or multiple payments receipts from the grid.

1. Select desired payment on grid

2. Click on  to view the billing information

3. Click on   to print an existing payment receipt.  Output Formats include XML or PDF.

Delete a Payment

The Delete function may be used to delete a payment (w/o Receipt) in an open posting period.  If a USAS receipt was created when the payment was originally posted, the payment cannot be deleted.  Instead, you must be delete (or reverse) the receipt in USAS.

1. Search for desired billing

2. Click on the Delete icon 

3. Confirm you want to delete by clicking on 

    

Generate Receipt

The Generate Receipt function may be used to create a USAS receipt for an existing payment (only).

1. Search for desired payment(s) (must not contain an existing USAS receipt)

2. Click on 

3. Enter a receipt date or default to the current date.  The date must be in an open period.

4. Click on 

   The receipt is then posted in USAS and can be queried via Transactions>Receipts.

Import Payments

Currently, the Import option is only available to import from the SSWAT file formats.  Click here for the steps on how to import Payments from Classic ARF.

• NOTE: The Classic payment number will not be imported into Redesign as the Redesign payment number but will be stored as the Legacy Number.  When importing, a new Payment # will be auto-assigned.   

More Information on AR Payments

Creating a custom payment form

A custom form can be imported into USAS to be used for printing a custom AR payment. To create a custom PDF form, users can create their own word template and upload it to the Report Manager.  SSDT has provided an AR Payment Template which can be modified in Word to create a custom form.  For more information on creating custom forms for PDF transactions, click here.