How Do I Post a Payment?

This article explains how to post payments received in your office using two methods: posting a payment to a single invoice and posting a payment across multiple invoices. Follow the method that matches your situation.

Method 1: Posting a Payment to a Single Invoice

Use this method when a payment applies to one specific invoice.

1. Navigate to Customers. Click on Customers in the navigation.
2. Find the account. Search for the customer and select their account.
3. Open Invoice History. Click on Invoice History.
4. Select the invoice. Find and click on the invoice you need to open.
5. Go to the Payments tab. Click on the Payments tab.
6. Enter the payment amount. Enter the payment amount in the "Check Amt" field.
7. Enter the payment type. In the "Check No" field, enter the check number or type "cash" (or other relevant payment type).
8. Review the defaults. The Post Date will automatically default to today's date, and the Income Type will default to "*chk/card." Leave these fields as they are, as they are crucial for reporting.

Method 2: Posting a Payment to Multiple Invoices

Use this method when a single payment needs to be applied across several invoices for a customer.

1. Access the Payments icon. Instead of going to a customer's account, find and click on the Payments icon directly from your main dashboard.
2. Select Post Payments. Click Post Payments.
3. Search for the customer. Click the magnifying glass icon to search for the customer.
4. Select the account. Search and select the account, then click OK.
5. Tag the invoices. Select the checkbox next to each invoice you want to apply the payment to.
6. Apply the payment. Click Apply to Payment to Tagged Invoices.
7. Adjust the amount if needed. Edit the dollar amount if necessary (for example, if the payment covers only a portion of the total tagged invoices).
8. Add a description. Add a description in the "Check Number" field (i.e., check number, "cash," etc.).
9. Complete the posting. Click OK to complete the posting.

⚠️ IMPORTANT

If you enter a Check Amount that is greater than what's due on the invoice(s), the software will automatically create a *PREPAID credit. This credit will then auto-apply to any future invoices generated for that customer.

To view any customer credits, navigate to the customer's account and click on the Credits icon.

Need Additional Help?

Our Customer Success team is here to assist you.

Phone: 847-405-9517 x1
Email: customer.success@alarmbills.com

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