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.
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.
Posting Payment Using Account Payment Credit
If the City Ledger Account has a Payment Credit, you will be asked if you would like to use this credit to pay the Invoice. To pay the invoice using Payment Credits, select Yes.
Payment Window
The payment screen will appear. At the top of the screen a check will be placed next to Use Only Account Credit to Pay Invoice. This means the entire invoice will be paid using the Payment Credit found on the City Ledger Account.
Combining Payment Credits with Other Methods of Payment
NOTE: If you did NOT want to use some or all of the Payment Credit to pay this invoice, and wish to incorporate another method of payment as well:
- Un-check the Use Only Account Credit to Pay Invoice check-box.
- You will then be given the option to pay all, or a portion of the invoice using the selected Transaction Code. Enter the amount you wish to pay into the Payment Amount box.
- If your payment amount is lower than the balance due, you have the option to check this box to pay the remaining balance using the Payment Credit.
After clicking Ok, 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.
NOTE: The payment code used here is Visa, because that is how the original Payment Credit to the Account was made. If the original Payment Credit was made by Cheque, the payment method applied to this invoice would be "Cheque".
Account Listing
Once a Payment Credit has been used (either partially or entirely), the remaining balance will be reflected on the Account Listing. In this example, the entire $1500 Payment Credit was used, so now the Balance is reflected as $0.00.
