Entering Balance Payments
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This function is used to record balance payments to vendors by your customers (full purchasing management) or by your accounts payable department (for internal projects).

Before using this function, be sure to review the general description of the Processing Tools screen, which covers the most common fields and options that you may see. To apply a check to one or more balance requests, follow this procedure:

  1. On the Orders List or Expediting screen, click on the Processing button to display the Processing Setup screen
  2. Select Enter Balance Payments.
  3. If the default project is not the one to which the check applies, enter or select the desired Project ID (if any). The client will be selected automatically unless the order was not part of a project.
  4. Under "Check to be applied" fill out the check number, check date, date received and the total check amount. Remember that you can use the [+] and [-] keys to raise or lower the value in a date field, starting with the current date, and you can double click a date field to pop up a calendar.
  5. The system will display all outstanding balance requests for the current project. Select all to which the current check applies, then select the Apply balance to selected items button to use the check amount for them.
  6. If a balance remains on the check, you can repeat the process for another project or if the check was for too much, you can print a credit memo that can be applied like a check later, when more balance requests are eligible (however, since this is usually an indication of an incorrect check amount, you can also use it to refund money to the client or you can simply cancel the process and have a corrected check sent instead).
  7. If the check did not cover the full outstanding amount on a check request, you can still process it. The system will allow you to apply a partial payment now and again later (but the above comments about fixing an incorrect check are still valid).
  8. If you have more checks for other clients or projects, you can repeat the process as needed.