Applying a Posted Prepayment, Unapplied Cash Transaction, Receipt, or Credit Note

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About Applying Credit Notes and Debit Notes to Other Documents

A/R Receipt Entry Screen

If you have unapplied documents, you can apply them at any time using the A/R Receipt Entry screen.

To apply a posted document:

Open Accounts Receivable > A/R Transactions > Receipt Entry.
Select an existing receipt batch or create a new receipt batch.
Click Create New Entry.
Enter the customer number, entry description, date, year, and period.
In the Transaction Type field, select Apply Document.
In the Document Number field, specify the number of the prepayment, unapplied cash, receipt, or credit note.
The amount is inserted automatically and you cannot change it.
Select the Filter By option, unless you know the document number to which to apply the customer's payment or credit note.
Tip: If you select the Filter By option, you can also select the Auto Apply option to let Accounts Receivable apply the document automatically to the document with the earliest due date in the customer's account.
If you do not select the Auto Apply option, select the document type (All, Invoice, Credit Note, Debit Note), list order (Document Number, Purchase Order Number, Due Date, Order Number, Document Date, Current Balance), and an optional starting number, balance, or date.
Click the Refresh button to display the customer's open documents of the selected type.
Note: If you selected the Auto Apply option and you are satisfied with the result, skip the next step.
In the Apply column for each document to which you want to apply the prepayment, unapplied cash, or credit note, select Yes.

To partially pay a document, enter the amount to apply in the Applied Amount column. You cannot apply more than the total amount of the applied document.

Note: If you selected the Auto Apply option, Accounts Receivable displays Yes automatically for the documents it selected to pay. You can change the selection by changing the selection in the Apply column in the row you want to change.
Click Save to apply the prepayment, unapplied cash, or credit note.