Entering payments against invoices

These steps show how to enter a cash receipt and apply it to invoices using the 3-3-1 Cash Receipts window.

If you have a merchant account with Paya, you can also use the 3‑3‑2 Electronic Receipts window to enter credit card and ACH payments electronically for your clients. For more information about entering electronic receipts, see 3-3-2 Electronic Receipts.

To enter a payment against an invoice:

1. Open 3-3-1 Cash Receipts.
2. In the Account text box, enter the ledger account number for the cash account.
3. In the Deposit# text box, enter the deposit number.
4. In the Date text box, enter the deposit date.
5. In the Description text box, enter a brief statement about the transaction.

6. Do one of the following:

   • In the Client text box, enter the client number.
   • In the Job text box, enter the job number.

7. Do one of the following:

   • Click the Contract Invoices tab.
   • Click the Service Invoices tab.
8. Click the Display Invoices button.

9. In the grid:

   1. In the Paid cell, enter the total amount received.
      Do not include any discount or credit in this amount.
   2. If you are using discounts, in the Disc Available cell, enter the amount of the discount.
      If you are not using discounts, skip step b.

   Important! To enter an overpayment for an invoice, the total of the Paid and Discount cells must equal the amount in the Balance text box. Then in the Overpayment cell, enter the amount paid in addition to the invoice payment, not the total amount.

10. Repeat step 9 for each invoice you want to pay.
11. Click File > Save.