Using the Payment Creation window

Modified on Sun, 19 Apr at 11:20 PM

You can use the Payment Creation window to:

set up a basic receipt quickly
allocate payment to the debtor account and pledges
transfer payments between pledges. See Adjusting and reversing pledge payments.

When you have finished, the relevant fields are populated in the Payment Details, Fees and G/L Allocations tabs of Debtor Cash Receipts Entry. You can then complete the receipt by selecting the Payment Type in the Payment Details tab. See:

Opening the Payment Creation window

To open the Payment Creation window:

Select Module > Debtors > Cash Receipts Entry from the main menu.
The Select Cash Receipts to Process window is displayed.
Select an existing posting.
Click .
The Payment Detail tab of the Cash Receipts Entry window is displayed.
Select the Enable Quick Entry Popup field.
Select a Drawer.
The Payment Creation window is displayed.

Payment Creation window key fields and buttons

Payment area fields

Field	Description
Drawer	The community member making the payment.
Payment Amount	Amount to be paid by the drawer, including payments to the debtor account and any pledges. You can either: type in a total amount to allocate to the debtor account and pledges use the Calculate field to automatically total the amounts you allocate to the debtor account and pledges.
Calculate	Select to automatically calculate the Payment Amount using the Account Balance and any pledge payments. Note: You cannot edit or override the Payment Amount if you select the Calculate field.
Allocated	Amount of the payment that has been allocated.
Remaining	Amount of the payment still to be allocated.

Debtor area fields and buttons

Fields

Field	Description
Debtor Name	Debtor account to be paid.
Account Balance	Amount owing on the debtor's account.
Amount to Pay Debtor Account	Amount from the current receipt to be paid on the debtor's account.
Payment Description	Description for the payment to the debtor's account.

Buttons

Button	Description
	Click to allocate the Account Balance as the Amount to Pay Debtor Account. Note: Any remaining amount is allocated to Prepayment or Overpayment accounts, depending on your accounting type. It can be reallocated as normal in the G/L Allocations tab of Debtor Cash Receipts Entry.
	Click to allocate the entire Payment Amount minus any pledge payments as the Amount to Pay Debtor Account. For example, if the Payment Amount is $8000 and the debtor wants to make a $1000 pledge payment, $7000 is paid to the debtor account. Payments in excess of the Account Balance are put towards future charges. Note: This button can only be used if the Calculate field is cleared.

Button

Description

Click to allocate the Account Balance as the Amount to Pay Debtor Account.
Note: Any remaining amount is allocated to Prepayment or Overpayment accounts, depending on your accounting type. It can be reallocated as normal in the G/L Allocations tab of Debtor Cash Receipts Entry.

Click to allocate the entire Payment Amount minus any pledge payments as the Amount to Pay Debtor Account. For example, if the Payment Amount is $8000 and the debtor wants to make a $1000 pledge payment, $7000 is paid to the debtor account. Payments in excess of the Account Balance are put towards future charges.
Note: This button can only be used if the Calculate field is cleared.

Pledges area fields and buttons

Grid area fields

Field	Description
Date	Date the pledge was created.
Fund	Fund the pledge is to.
Appeal	Appeal the pledge was received through.
Name	Name of the community member who made the pledge.
GL Code	General ledger code the pledge is applied to.
GL Sub Alloc	General ledger sub-allocation code the pledge is applied to.
Amount	Amount of the original pledge.
Received	Amount already received towards this pledge.
Remaining	Amount of the pledge still to be paid.
Next Amt	Next amount due.
Pay	Type in a pledge amount to pay or click to allocate the next amount.

Fields

Field	Description
Include Complete Pledges	Select to display pledges that have been paid in full.
Payment Description (Pledge)	Type in a payment description for the selected pledge.

Buttons

Button	Description
	Click to allocate a payment to the selected pledge. The payment amount defaults to the Next Amt for that pledge.
	Click to reverse a payment to the selected pledge. See Adjusting and reversing pledge payments.
	Close the Payment Creation window and populate the fields in the Debtor Cash Receipts window.
	Close the Payment Creation window without creating the payment.