The following article explains how payments can be made directly to invoices on the City Ledger, without using a payment credit on file.
Locate the desired Invoice
Go to Operations > City Ledger and locate the Invoice where you wish to post the payment. If you are unsure how to locate an invoice, please see the article How to Search for an Invoice in the City Ledger module.
NOTE: If the payment you are posting is a pre-payment for an upcoming function/event, it should be posted to the City Ledger Account as a Payment Credit. To learn how to post a Payment Credit, see the article How to Assign Payment Credits to a City Ledger Account in the City Ledger module.
Charges can be posted either from the following areas:
- the Open Invoices tab
- the City Ledger Account Master Screen
- the Details for Invoice screen
Posting a Payment on the Open Invoices Tab
From the Open Invoices tab, after you have located the invoice, select the Post Payment button located at the top of the screen (ensure the black arrow is pointing towards the invoice where you wish to post the payment).
Posting a Payment from the City Ledger Account Master Screen
From the City Ledger Account Master screen, go to the Invoices tab and click on the Invoice where you wish to post the payment (ensure the black arrow is pointing towards the invoice). Select the Pay Invoice button located at the bottom of the screen.
NOTE: If you select the Pay Invoice from the City Ledger Account Master, you will be asked if you wish to pay Multiple Invoices or just the one invoice. To learn how to pay Multiple Invoices at once please see the articles How to Pay Multiple Invoices at once without using Payment Credit, or How to Pay Multiple Invoices at once using Payment Credit in the City Ledger module.
Posting a Payment from the Details for Invoice Screen
If you are in the Details for Invoice screen, proceed to the Payments tab and select the Pay Invoice button located at the bottom of your screen.
Payment Window
Clicking the Pay Invoice button from any one of the three areas will open the City Ledger Payment window. Fill in the following information:
- Transaction Code – select the transaction code that corresponds with the method of payment
- Reference – auto populates with the description of the transaction code select, additional information may be entered.
- Amount – enter the amount of the payment being made
- Select Ok to post the payment.
A message will appear asking you to confirm the payment; select Yes to continue.
Viewing Paid Invoices from the Open Invoices Tab
If the payment was made on the Open Invoices tab, after the invoice was paid the following message will appear (only if there are no other open invoices on the Account). Since the invoice was paid, it is no longer considered opened and will therefore no longer display in the Open Invoices tab.
Viewing Paid Invoices from the City Ledger Account Master
If the payment was made on the City Ledger Account Master, the invoice will disappear after it is paid, unless the Show Zero Balance Invoices box is checked. In the example below, the Show Zero Balance Invoices box checked, allowing us to view Invoices with a $0.00 balance.
Viewing Paid Invoices from the Details for Invoice Screen
If the payment was made from the Details for Invoice screen, the payment will appear on the Invoice itself.
