Receive a payment for multiple customers

Use the single payments for multiple customers feature to efficiently manage scenarios where a single payment needs to be applied across invoices for different customers. This feature is useful in examples such as the following:

• A school district submits a payment for invoices that belong to different schools within that district.
• An insurance company submits a single payment for multiple patients at a healthcare facility.

About single payments for multiple customers

After enabling single payments for multiple customers, you'll see the Apply payment to field on the Receive payments page. This field lets you choose how to select invoices and apply the payment. You have the following three options:

Option	Description
One customer's invoices	Select a customer and then choose from their open invoices. This is the default option and does not include multiple customers.
Parent and child customer invoices	Select the parent customer and then choose from their open invoices and those of their children. The parent customer's Print as name is used as the Payer name.
Multiple customers' invoices	Enter a payer name and then select invoices to pay from all open invoices.

Applying credits to multiple customer payments

You can apply credits to invoices for the same customer. However, you cannot apply credits from one customer to the invoices of another customer, even if they are in a parent-child relationship.

Depositing payments for multiple customer payments

When you receive a multiple customer payment into an undeposited funds account, it's important to note whether you’re operating at the top level or the entity level. If you receive the payment at the top level, you must deposit the funds at the top level. The payment will not be visible at the entity level, even if all paid line items are coded to a single entity. However, multiple customer payments received at the entity level can be deposited at either the top level or the entity level.

Changes to reporting and reconciliation

When you enable payments for multiple customers, changes happen in reporting and reconciliation on AR payments to reflect the change.

• AR Ledger and Sales Register reports: Select the Show payer name option when you run the AR Ledger and Sales Register reports to include the payer name as a column in the report.

• Sales Register report: Select Display payment details to include the Payment ID as a column in the report.

• Reconciliation: When reconciling bank transactions, the payer name appears instead of the customer name when the payment is for multiple customers.

You can also create a custom report based on the Payment ID to view which invoices a payment was applied to.

Set up single payments for multiple customers

Before you begin: If you do not already have a document sequence set up for Accounts Receivable payments, create a document sequence for this purpose.

1. Go to Accounts Receivable > Setup > Configuration.

2. In Enable functionality, select Enable single payments for multiple customers.
3. In Document Sequencing, if you do not have a document sequence selected for Payments, select one now.
4. Select Save.

Receive payment for customers in a parent-child relationship

1. Go to Accounts Receivable > All > Invoices and select Add (circle) next to Receive payments - New!.

2. Select Parent and child customer invoices in Apply payment to.

3. For Customer, select the parent customer.

   A Payer name field is automatically added and populated with the parent customer's Print as name. Payer name is not editable for this type of payment.

4. Enter the payment information, including the Amount received, currency, and Payment method.

5. Select Show invoices.

   Intacct displays a popup window with a list of open invoices for the parent and child customers.

   If there's only one open invoice for all customers in this parent-child relationship, the invoice is selected for you automatically. Skip the next step.

6. Select the invoices included in this payment.

   1. Filter for specific invoices by entering values at the top of columns or by creating Filter sets.
   2. Select invoices from the list, then select Add and close.

7. The Payment amount automatically populates if you have payment suggestions set to ON.

   If turned off, enter the Payment amount for each invoice selected.

   To view the details of an invoice

   Select the Transaction amount by the invoice you want to see details for.

   To adjust the payment amount for an invoice

   The Payment amount field is an editable field. You can adjust the amount in the Payment amount field by selecting that field and entering a new amount.

   To apply the payment to specific line items in an invoice

   1. Find the invoice for which you want to apply the payment by line item.

   2. Select Line details.

      The Invoice Details page appears.

   3. Enter or adjust the Payment amount as needed for each invoice line item.
   4. Select Save.

8. If the customers do not have credits or discounts to apply, select Post or Draft.

   Otherwise, apply credits and discounts as you do when receiving other payments.

Receive payment for customers that are not related

1. Go to Accounts Receivable > All > Invoices and select Add (circle) next to Receive payments - New!.

2. Select Multiple customers' invoices in Apply payment to.

   The Customer field is no longer selectable, because the list of open invoices is not filtered with this option.

3. Enter the payment information, including the Amount received, currency, and Payment method.

4. Enter the Payee name for the payment.

   This field is used to record the payment, only.

5. Select Show invoices.

   Intacct displays a popup window with a list of all open invoices.

6. Select the invoices included in this payment.

   1. Filter for specific invoices by entering values at the top of columns or by creating Filter sets.
   2. Select invoices from the list, then select Add and close.

7. The Payment amount automatically populates if you have payment suggestions set to ON.

   If turned off, enter the Payment amount for each invoice selected.

   To view the details of an invoice

   Select the Transaction amount by the invoice you want to see details for.

   To adjust the payment amount for an invoice

   The Payment amount field is an editable field. You can adjust the amount in the Payment amount field by selecting that field and entering a new amount.

   To apply the payment to specific line items in an invoice

   1. Find the invoice for which you want to apply the payment by line item.

   2. Select Line details.

      The Invoice Details page appears.

   3. Enter or adjust the Payment amount as needed for each invoice line item.
   4. Select Save.

8. If the customers do not have credits or discounts to apply, select Post or Draft.

   Otherwise, apply credits and discounts as you do when receiving other payments.