Customers can deposit money into their accounts without applying their funds to any items. Their funds then become credits that can be applied to items at a later date. Credits can also be generated from returns or adjustments. If required, credits that have already been applied to items (invoices, interest charges, etc.) can also be unapplied so they can be applied elsewhere.
Prepayment deposits are separate from regular customer deposits; you cannot apply and unapply prepayment funds as credits.
(Config I,U, L, C) Use the Customer Account Information window to apply and unapply customer credits. You can also have agrē automatically apply unapplied credits created by invoices in various ways. See Configuration Settings (Configuration).
What you'll find:
You can apply credits to chargeable items.
Note
Typically, unapplied credits should be applied before calculating interest.
To apply a customer’s credit
On
the Accounts Receivable menu, click
Customer Accounts. Or click the Customer Account toolbar button.
The Find Customer window opens.
Find the customer using the various search criteria.
In
the Customer List, enter the customer
who has credits to apply and then click Use
Selection.
The Customer Account Information window
opens.
Click
Apply Credits.
The Apply Credits window opens.
Tip
To view a Customer Statement report for the customer, click Run Statement.
Under Unapplied Credits, in the Apply column, select the Apply check boxes of the unapplied credits that you want to apply.
Tips
To quickly select and clear all the items
in the Unapplied Credits list, click
Select All and Deselect
All.
To view a detailed report for an item in the Unapplied
Credits list, select the item from the list and then click
View Item.
Note
You can apply the lump sum payment automatically
or manually.
When you apply the payment automatically,
agrē applies the payment to chargeable items from oldest to most
recent until the payment received runs out or there are no more
chargeable items remaining.
When you apply the payments manually,
you can select the chargeable items to pay for and the amount
of funds you want to apply to each of the selected chargeable
items.
If
you want agrē to automatically apply credits to chargeable items,
click Auto Apply. agrē uses all of the
credits available.
- or -
Under Apply to, in the Apply column, select the Apply
check box of the chargeable item that you want to have credits applied
to.
Tips
To quickly select and clear all the items
in the Apply to list, click Select All and Deselect
All.
To view a detailed report for a chargeable item, select the chargeable
item from the Apply to list and
then click View Item.
Click Save. The customer’s account is updated.
If
you have not applied all the credits available, a message appears
indicating that you have unapplied credits.
Click Yes to continue saving.
Click No to return to the Apply Credits
window to apply the remaining credits, if applicable.
If you need to rearrange a customer’s credits or fix an error, you can unapply credits.
When you unapply credits, customer balances are updated, and the chargeable balance for any chargeable items that no longer have credits applied to them are updated. Those chargeable items are now outstanding.
To unapply a customer’s credit
On
the Accounts Receivable menu, click
Customer Accounts. Or click the Customer Account toolbar button.
The Find Customer window opens.
Find the customer using the various search criteria.
In
the Customer List, enter the customer
who has credits to unapply and then click Use
Selection.
The Customer Account Information window
opens.
Click
Unapply Credits.
The Unapply Credits window opens and
all chargeable items that have had credits applied to them in the
last six months are listed.
Note
Invoices & Interest
Owing displays the total amount of money the customer owes
for all chargeable items.
Unapplied Credits displays the total
amount of unapplied credits the customer has.
In
the Show all credits from boxes, optionally
change the start and end dates to display all the items that generated
credits during that date range.
The default start date is six months prior to today’s date, and the
default end date is today’s date.
Click
Refresh List.
All items that generated credits during the date range specified appear
in the list.
In the Unapply column, select the Unapply check boxes of the chargeable items that should no longer have those credits applied.
Tips
To quickly select and clear all the items
in the list, click Select All and
Deselect All.
To view a detailed report for a chargeable item, select the chargeable
item from the list to view and then click View
Item.
Click
Save.
The customer’s account and applicable chargeable items are updated.
You can now reapply credits, if needed.