The Apply Wizard will appear when receivables items are being processed through the Payment Management > Detail Processing > Apply function. Refer to the Applying Payments and Charges to Detail Records section to identify which transaction types will be applied using the Apply Wizard.
Figure 27: Payment Management > Detail Processing > Apply Wizard
The purpose of the apply function is to allow a user to fully apply payments made by the company to items that it owes. An item is deemed fully applied when the Payment Balance is zero. To get to a zero balance, a user can perform applies at four different transaction levels:
• Order
• Invoice
• Document
• Service Code
Note: Documents not associated to a service code will appear under a category titled “Other” and non-invoiced documents will appear under the “Other Revenue” category.
Figure 28: Apply Wizard record apply levels
Adjustments can be made at each item level as well as to the item as whole by allocating unapplied cash from a customer and/or order and by offsetting a General ledger account or vendor.
Figure 29: Sample selection of an order level apply from within the Apply Wizard
The Apply Wizard contains the functions described in the table below.
|
Apply Wizard Functions |
Description |
|
Find |
Opens the Find dialog allowing the user to select a order to associate to the detail item. |
|
Unapplied Cash Adjustment |
Opens the Unapplied Amounts dialog allowing the user assign an amount and customer to be applied against the unapplied amount balance. Refer to the Using the Unapplied Amounts Dialog section for usage. |
|
GL Account Allocation Adjustment |
Opens the GL Allocate Wizard where a user can create allocations against a General ledger account and/or order to offset the General ledger account allocation balance. Refer to the Using the GL Allocate Wizard section for usage.
|
|
Unapply |
This option clears all apply and distribution information for the detail item. |
|
Auto Apply |
The Auto Apply will begin to apply payments and charges beginning with the oldest document within the grid and move up the list until the amount has been fully applied or the Payment Balance reaches zero. |
|
Refresh |
This function will update the record with the lasted data posted to the database. |
|
Done |
This function saves changes made to the open record and closes the Apply Wizard dialog. |
|
Cancel |
This function closes the Apply Wizard dialog without saving changes made to the opened record. |
|
Delete |
Delete will remove the order entry from the batch detail record. |
|
Statement Import Detail |
Opens the Statement Import Detail dialog displaying the actual details imported into Payment Management for the selected record. View the Statement Import Detail topic for more information. |
|
Wizard navigation |
These buttons allow users to navigate between like records without closing the wizard. Refer to the Using Payment Management Wizards section for more information. |
The Apply Wizard data grid contains the following fields.
|
Apply Wizard Data Grid Fields |
Description |
|
Service Code |
Displays the van line
service code associated to service code level entries. This column
also contains the record expand ( |
|
Agent |
Display the service agent associated to the transaction. |
|
Description |
Displays the record identifier for each level: At the order level it displays the MoversSuite Order Number, at the invoice level it displays the van line and corresponding customer number (in parenthesis), at the document level it displays the document number used in Microsoft Dynamics GP, and at the service code level it displays the item description supplied from the van line. |
|
Original Amount |
Displays the entire amount of line item for the order as entered as a revenue transaction before credits or payments. |
|
Distribution Adjustments |
Credits or payments that have been applied previously to the order. |
|
Current Apply |
If the Original Amount does not match the Distribution Adjustments, thereby leaving a Current Balance, then a user can check this box to apply the balance or specified distribution amount to the line item. |
|
Current Distributions |
Amount of the apply being distributed to the line item. This amount is added to the Distribution Adjustments which cannot exceed the Original Amount. |
|
Current Balance |
Amount of difference between the Original Amount and the Distribution Adjustments that remains unapplied. |
|
Adjust |
Check Adjust to apply the amount of Adjust Amount to the Distribution Adjustments amount. |
|
Adjust Amount |
Amount remaining after all distributions have been taken from the Original Amount. |
) and collapse (
) icons.
The procedure below provides an overview of the general functional expected when using the Apply Wizard. Refer to the related topics at the end of this section for more specific usage instructions.
Applying an item with the Apply Wizard
The Apply Wizard will be used to processing general account receivable items (Payment Code of “M” with a positive dollar amount). Refer to the General Apply Procedure to begin the apply process for account receivable items (Payment Code of “M”) with a positive amount.
1. In Detail Processing,
2. Select an item to be applied.
Note: Items that are considered fully applied are denoted with a
checkmark (
). These items
can still be adjusted.
Note: MoversSuite will automatically mark an item as applied when the Payment Balance is zero ($0.00).
3. Press Apply to open the Apply Wizard interface displaying all orders associated to the selected detail record,
4. Verify that the correct order/customer. Make corrections by using the Find feature to associate the item to a MoversSuite order. Note: Switching orders will not affect distribution at the van line,
5. Adjust the amount applied as Unapplied
Cash through the Unapplied Amount dialog available through the ellipses
button (
). Refer to Using the Unapplied Amounts Dialog
for details,
6. Use the GL Allocate Wizard to allocate to
more than one general ledger and/or Order Number by pressing the ellipses button
() next to GL Account
Allocation. Refer to the Using
the GL Allocate Wizard for more information,
Use the data grid to
apply payments as needed up to four different levels: Order, Invoice, Service
Code, and Document (revenue line items). When a payment has been fully
applied and saved a checkmark ()
will appear in the first column in the Detail Processing grid and each applied
item will have a grayed-out checkbox within the Apply column in the Apply
Wizard.
Tip: Use the Statement Import Details function to view processing details for the entire payment record. A user can continue to work in the Apply Wizard while the Statement Import Detail screen is open; further, as a user moves from one payment to another the data within the dialog will reflect the payment currently opened within the Apply Wizard.
In general, payments that have been posted will show or need to show as applied while un-posted items will need to remain unapplied. Items that have already been posted cannot be applied; a user will be unable to check the Apply or Adjust boxes.
7. To remove all distributions and applied amounts:
a. Press the Unapply button. The Unapply function will refresh the data grid upon completion,
Important: Using the Unapply will remove all applied amounts and the respective distributions.
8. To apply all payment distributions automatically:
a. Press Auto Apply to automatically apply the payment balance and create distributions beginning with the oldest document within the grid and then the application moves to the next oldest document and so on until the payment has been fully applied. The Apply function will refresh the data grid upon completion,
Note: Checking the Apply box at the order level has the same effect as pressing Auto Apply.
Note: Manual batches will not auto apply. Detail items for a manual batch must be applied individually.
b. Press the Refresh button to clear any changes made to the active record since the last save. Note: Changes made externally to this record will also be reflected in the refresh,
c. Press the Delete button to completely remove the order and any related distribution and payment information from the detail record,
Important: A Delete cannot be reversed.
9. To apply line items individually:
a. Press the checkbox within the Apply column at any level to apply the full payment amount to distributions within the item. The data will be refreshed upon completion and items will be collapsed within the data grid. With the apply box checked, the item(s) will be in an applied state, rechecking the apply box will return the record to the unapplied state.
b. To modify the distribution amount:
i. The distribution amount can be modified by pressing the
ellipses button () within
the Current Distributions column,
ii. Enter an amount (in cents) within the Apply Amount dialog up to the amount of the current balance. The amount entered cannot exceed the balance amount (positive or negative),
iii. Press OK to activate the adjustment. The new distribution amount will appear and the balance will be updated to reflect the adjustment,
c. To apply an adjustment:
i. If there is an Amount listed under the Adjust column, then a user can apply this adjustment to the payment by clicking in the checkbox within the Adjust column. The amount of the adjustment will be reflected in the balance and distribution amounts,
10. Access the next record in the wizard. See Using Payment Management Wizards for details,
11. Repeat Steps 2 through 10 to apply other detail records.
12. Press Done when finished applying records.
RELATED TOPICS:
Applying a Cash Receipts Batch
Applying Van Line Statement Items
Using Payment Management Wizards
Using the Unapplied Amounts Dialog