Pay an OE sales invoice

You can apply a full or partial payment to a specific OE sales invoice in Order Entry. Use the Receive payments page in Accounts Receivable to apply debit or credit memos to an OE sales invoice.

About applying a payment to an OE sales invoice

Most companies use Accounts Receivable to apply a customer payment to an invoice. Depending on your company's configuration, you can also use Order Entry to apply a payment to an OE sales invoice. The main difference is that you cannot apply a credit memo or debit memo to an OE sales invoice in Order Entry, but you can in Accounts Receivable.

When you apply a payment to an OE sales invoice in Order Entry, the transaction's Payment status changes to "Paid" or "Partially paid", depending on the amount of the payment that was applied. The Payment status is not related to the transaction State, which is applicable to workflow. For example, the transaction State may remain set to "Pending" to allow you the option to convert the OE sales invoice into a credit memo or sales return if necessary.

After you apply a payment to an OE sales invoice, whether the payment is applied in Order Entry or in Accounts Receivable, you cannot edit the OE sales invoice. If you apply a payment in error, you can reverse the payment. However, even if you reverse the payment, you cannot edit the OE sales invoice. Use a credit memo to make desired changes after a payment has been applied to an OE sales invoice.

Set up payment processing in Order Entry

1. Go to Order Entry > Setup > Configuration.

2. In the Enable functionality section of the Configure Order Entry page, select the Display payment status checkbox and select Save.

3. Go to Order Entry > Setup > More > Transaction definitions.

4. Select Edit next to the applicable invoice transaction definition.

5. Set Transaction posting to Accounts Receivable.

   The invoice must be set to post to Accounts Receivable to be able to apply payments to it in Order Entry. The option to pay an invoice will not be available If the Transaction Posting is not set correctly.

6. Select the Enable payment processing checkbox.
7. Map the applicable accounts in the Posting configuration tab.
8. Select Save.
9. Assign the applicable users to the Order Entry - Add payments permission.

Apply payment to an Order Entry invoice

You can apply a full or partial payment to an OE sales invoice in Order Entry. If you need to apply an overpayment or a credit memo, use the Accounts Receivable - Receive payments function.

1. Do one of the following:

   • Open the applicable OE sales invoice in Order Entry and select Post & pay or Pay.
   • From the applicable Order Entry transaction list, select Pay next to the OE sales invoice to which to apply payment.

   The OE sales invoice Payment page appears.

2. Use the dropdown list to select the desired Payment method.

   The system displays fields relevant to this selection.

3. Enter the amount received in the Payment amount field. This amount cannot exceed the total amount due.
4. Use the calendar tool to select the applicable Receipt date and Payment date.
5. Complete the other fields as applicable. See Field descriptions for details.

6. When you have completed entering payment information, select Pay.

   If the payment was successful, the system posts the payment to Accounts Receivable via transaction summary posting. For electronic payments, the system also updates the Electronic Payments list in Accounts Receivable.

   If the payment attempt failed, the system displays an error. Select Go back to return to the OE sales invoice Payment page, then correct the error.

Field descriptions

Sales invoice payment field descriptions

Field	Description
Customer	Displays the customer from the OE sales invoice.
Invoice	Displays the invoice name.
Payment method	The manner in which the customer made the payment. Depending on your company's configuration, options are: Cheque Credit card Record transfer Cash Online ACH debit* Online credit card* * These options display if your company is subscribed to Payment Services.
Amount due	The total amount of the invoice that has not been paid expressed in the transaction currency.
Payment amount	Enter the payment amount in this field. The payment amount must be equal to or less than the Amount due. This field is required.
Reference number	If Payment method = Cheque, Credit card, or Record transfer, enter the transaction number from the bank.
Card type	If Payment method = credit card, use the dropdown list to select the type of credit card used for the payment.
Customer bank account	If Payment method = Online ACH debit, enter the bank account the customer used for the online payment. This field is required for online ACH debits.
Credit card	If Payment method = Online credit card, enter the credit card number the customer used for the online credit card payment.
Security code	If Payment method = Online credit card, enter the CVV code for the card. This code is for record-keeping purposes only; it is not used in the verification process.
Account type	Select the type of account to which the payment will be deposited from the dropdown. Options are: Bank Undeposited funds account Learn more about undeposited funds accounts.
Bank account	If Account type is Bank, select the bank account into which the payment will be deposited from the dropdown.
Undeposited funds account	If Account type is Undeposited funds account, select the undeposited funds account into which the payment will be deposited from the drop down. This field is required if Account type is Undeposited funds account.
Exchange rate type	Defaults to the exchange rate type from the OE sales invoice. This field is only applicable to multi-currency companies. Learn more about Exchange rate types.
Receipt date	The date on which you received the payment. This field is required.
Payment date	If Payment method = Credit card, the date on which the transaction occurred. If Payment method = Record transfer, the date on which the transfer occurred. Otherwise the system defaults to today's date. This field is required.