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Record Non-Electronic Payments

Overview

You can use Aria to record non-electronic payments that you received such as checks received from a net terms customer. These payments will be reflected in the customer's balance in Aria.

Recording Non-Electronic Payments

Getting Here: Click Accounts > search for an account > click Payments & Credits > click the Payments tab

  1. Click Record Payment Received.

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  1. Enter any applicable CSR Comments about the payment.

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  1. In the Ref. Code (e.g. check no.) field, enter the reference number or check number for the payment. This number must be unique.
  2. Select  the Payment Amount that the payment should cover:
  • Full Balance Due: The full balance owed by the customer.
  • Other Amount: An amount different from the full balance owed by the customer. If you select Other Amount, a field displays in which you can enter the amount of the payment. You will also be able to specify how the payment should be applied as described below.
  1. Application Method: Choose the amount that the payment should cover:

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  • Apply to charges per standard FIFO method (recommended): Aria will apply the payment using the FIFO (First In First Out) method.

This means that the payment will be applied to all unpaid charges until the payment amount runs out, starting with the oldest unpaid charge. This is the recommended method in most situations because it ensures the proper aging of charges, which determines when an account is past due and will enter or exit dunning.

  • Apply to specific unpaid charges: You can select the charges to which you want to Aria to apply the payment. If you select Apply to specific unpaid charges, a list of unpaid invoices will appear. You can select how you want to filter the unpaid invoices.
  •  Charges To Pay: Choose the charges to which you want to apply the payment: Click an unpaid charge, then drag it to the list of charges to be paid.
  • The Total Unpaid Charges field displays the total unpaid amount for all of the invoices that you added to the list of charges to be paid.

You can drag charges up and down the list on Charges To be Paid to prioritize the invoices to be paid.

Aria will apply the payment starting with the invoices at the top of the list and continuing downward until all of the invoices have been paid or until the payment amount runs out. If any payment amount is left over after the invoices have been paid, Aria will apply the FIFO method to any remaining unpaid charges. This means that the left over payment amount will be applied to all unpaid charges until the payment amount runs out, starting with the oldest unpaid charge. If there are no remaining unpaid charges, the left over payment amount will be reflected as a credit balance on the account and will automatically be applied to future charges.

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  1. Click Post Payment.

Aria will apply the payment to the applicable unpaid charges. You will see the payment on the list of Recent Payments on the Account Overview screen.

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Last modified
20:36, 20 Jul 2015

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