When you begin receiving payment from your Clients, there
is a simple process to apply those payments! What you will
want to do is open your Client Folder and click on the History
Tab. A window will open and display the Amount Due and columns
for the following information:
" ID # (unique to that invoice)
" Date (representing the invoice date)
" Reference (invoice or payment number)
" Description (invoice or payment)
" Debit Amt (orig. invoice amount)
" Credit Amt (payment amount)
" Balance (running balance)
There are four buttons to the right. Clicking on the Invoice
button will open a box showing the amount of charges that
have been entered, approved and awaiting invoicing. The Statement
button will generate a Statement for this Client.
To avoid what could be a big mistake, the Reset button is
reserved for the employee that handles the System Administrator
duties and a call should be made to Baja before performing
Now, for the Payment button! Clicking on the Payment button
will open a new window. The Client field will default to the
Client folder you are in. The payment date defaults to the
current date, but can be changed with the drop down calendar.
You must enter a check number and a check amount. The Transaction
type will default to Payment (the other option being Payment
Reversal which we will address shortly). After entering the
data, click on the Next button.
The Auto button is only to be used when payment is in full
for ALL invoices. Otherwise it will distribute the payment
amount among all of the outstanding invoices, creating quite
As you can see, the information from the previous screen
now appears faintly at the top of the screen. Therefore if
changes need to be made, you must click the close button and
The Amount Remaining Box to the bottom right represents the
total amount of your payment, changing as you begin applying.
If you are paying a specific invoice, click once on that invoice
in the list. The invoice number will then appear faintly in
the Invoice box below the list. The Amount Applied field will
default to 0.00 if the payment is less than the amount due.
If that is the case, be sure it is the correct invoice, if
so, enter the amount and click the Apply button. If the amount
of the payment is equal to or more than the amount due on
the invoice chosen, the Amount Applied will default to the
Once you click the Apply button note that the amount in the
Amt Remaining field will go down. Once you have entered all
monies and the Amt Remaining is 0, click the Finish button.
This will close the bottom portion of the Payment window and
allow you to enter another payment if need be.
Please note that if there is money remaining in the Amt Remaining
field after payments have been applied and you click the Finish
button, you will be warned that the amount remaining will
be put into Unapplied Payments (limbo).
Now, let's say you have applied a payment to the wrong invoice.
You will want to write down the incorrect payment information,
go into the Payment window, enter that date, check number
and amount exactly as you did before. This time you will want
to use the drop down and choose Payment Reversal and click
Click on the invoice that the payment was incorrectly applied,
be certain the Amount Applied field is correct and click the
Apply button. Once the Amt Remaining field is 0, click the
Finish button. This will take you back to the previous screen.
Close that screen and take a look at the last entry of the
History Tab. You will see that the amount has been debited
(added back into the balance).