Add, edit, and post draft payments—Accounts Receivable

If you saved a payment as a draft instead of posting it, you can edit payment details and post it from Posted payments. You can post draft payments individually or as a batch.

Add a draft payment

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

2. Enter the payment information, including the Customer, Amount received, and Payment method.

3. Select Show AR sales invoices.

   • Customer has one open AR sales invoice: The AR sales invoice appears in the grid below.

   • Customer has more than one open AR sales invoice: A list of open AR sales invoices for the customer appears.

     1. Use Filter sets to filter for specific AR sales invoices.
     2. Select AR sales invoices from the list, then select Add and close.

4. If the Payment amount is not auto-populated, enter the payment amount for each AR sales invoice selected.

   Payment amounts are populated when Payment suggestions are turned on.

   To view the details of an invoice

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

   To adjust the payment amount for an AR sales 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 AR sales invoice

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

   2. Select Line details.

      The AR sales invoice Details page appears.

   3. Enter or adjust the Payment amount as needed for each AR sales invoice line item.
   4. Select Save.
5. If needed, apply credits or discounts.

6. Select Draft.

   The payment is saved and not posted. As a result, it does not yet impact subledger balances. These payments appear on the Posted payments page as drafts.

   AR sales invoices that are included in draft payments have a state of Selected. After you post the payment, Intacct updates the AR sales invoice state to Paid or Partially paid.

Next step: When ready, select and post the payment from the Posted payments page.

Edit a draft payment

1. Go to Accounts Receivable > All > Payments > Posted payments.

2. Select Edit to the left of each draft payment that you want to modify.
3. Update payment details as needed.
4. Select Post or, if you plan to make further changes, select Draft.

Posted payments are immediately recorded, affecting your cash balance and your receivables accordingly. AR sales invoices that were paid in full no longer show in the customer aging report.

Draft payments are not yet posted and do not impact subledger balances. These payments appear on the Posted payments page as drafts. You can select and post a draft payment from Posted payments when you're ready.

Post a draft payment from the list

To review a draft payment before you post it, see Edit a draft payment.

1. Go to Accounts Receivable > All > Payments > Posted payments.

2. (Optional) If you plan to post multiple payments at once, enter Draft at the top of the State column to filter the view.

3. Select the checkbox to the left of each draft payment that you want to post.

   Enter Draft at the top of the State column to view only draft payments.

4. Select Post.
5. Select OK to confirm your action.

Delete a draft payment

Delete drafts individually or as a group, on the Posted payments page. After you delete a draft payment, Intacct changes the state for AR sales invoices included in the payment, changing it from Selected to either Posted or Partially Paid.

1. Go to Accounts Receivable > All > Payments > Posted payments.

2. (Optional) If you want to view only draft payments, enter Draft at the top of the State column to filter the view.

   Filtering for drafts is useful when you have many draft payments to evaluate for deletion.

3. Select the checkbox to the right of each draft payment that you want to delete.
4. Select Delete at the top of the page.
5. Select OK to confirm your action.