Applying Deposits to Invoices

Overview

Overview

Applying deposits to invoices may be done one by one or as a batch. To find deposits with a non-zero unapplied amount, click on the Cash Deposits Report link on the AR Workflow home page.  A results screen that appears similar to the sample shown below will appear that lists all deposit items with an unapplied amount other than zero. The results show both the total amount of the deposit, how much (if any) has been applied, and how much remains unapplied for each deposit item.

When using the optional criteria for the Post Deposit Applications (batch) function, the criteria field that is used must match the corresponding field on the Cash Receipt Header that is being posted against the invoice.

Application of a Single Deposit

To apply a single deposit to an invoice, open the detail screen of the desired AR invoice. This invoice should be for the same household or billing person as the deposit. The invoice must be posted and have a positive non-zero unpaid amount. The saved query link called Comprehensive Unpaid Invoice Rpt is a good candidate for finding unpaid invoices; you can limit the invoices included by altering the query design tab’s criteria as appropriate.

Once you have the desired invoice detail screen open, click on the receiving tab. You should see a screen similar to the one shown in the screenshot here.

Specify the criteria in the Deposit Item field that will help you find the desired cash receipt.  After you select a Deposit Item, toggle 'Receipt in Full?' to yes and press Update. 

The Tentative Gross Payment column will populate to the Deposit amount and will apply the Payment/Deposit Total amount to unpaid invoice items based on their due dates, payment orders, and dollar amounts.  Since the Tentative Gross Payment amounts on the items can be updated if you want to change the system’s allocations. 

When the tentative receipts are as desired, this deposit can be posted to this invoice now, it can be posted as part of a larger group of deposits via the Post Applied Deposits Link on the AR Workflow Homepage. 

If you click the Post Deposit Now box from the Receiving Tab on the AR Invoice, the tentative receipts on this invoice will be posted with today’s date.  If that is acceptable, posting can be done from that screen by toggling "Post Deposit Now?" to Yes and pressing update. 

If the posting date for the tentative receipt needs to be something other than today, you must use the link on the AR Workflow Homepage. 

Batch Application of Deposits

In the event that there are multiple unapplied deposits to be applied to invoices, there is a batch processing method that may be more efficient than updating multiple invoices one at a time. Note that it may be necessary to run the function more than once to make all the desired applications.

To begin, click Apply Deposits on the AR Workflow home page. 

Enter data for all pertinent fields and click the “Add Deposits/Receipts” button when complete. The screen will be updated to resemble the one shown below.

When the processing is finished, the system has created tentative receipts by applying the deposits specified by the user to matching unpaid invoices. To see these tentative receipts click on the Unposted AR Receipts link on the AR Workflow home page. 

This query shows you which invoices have had tentative receipts created and what the dollar amounts are.  To see which individual invoice items are tentatively being paid, click on either the AR Inv Header or Invoice Number fields to open an invoice’s detail screen. From there, the tentative receipts can viewed on the Receipts Tab. 

Considerations

The batch process attempts to match unapplied deposit items to unpaid invoices. Both the deposits and the invoices must be posted.  The matching done by the system compares the school year, invoice type, household and person on the deposit header to the same fields on the invoice header. In addition, if the deposit item has an apply-to person specified, the batch process requires that the same person be specified on the invoice item. 

The selection criteria require the user to specify both a school year and an invoice type other than none. Those deposits with one or both fields set to none will not be processed by this batch procedure.

This implies that it would be more efficient to enter deposits without specifying a particular student in a household even though invoice items are linked to individual students. For example, imagine a household with 3 students where you receive a deposit of $1,000 for each student. This deposit could be entered as a deposit with one item for $3,000 or with three items each for $1,000 and a specific apply to person identified. When it is time to apply the deposit to the invoice and there is a single deposit item for the entire $3,000, it can be applied to multiple invoice items and then posted. If there are three deposit items for $1,000 each, it is necessary to apply one deposit item and then post the tentative receipt. Then apply the second deposit item and post. Then apply the third deposit item and post.