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Payments and Applications

Form ID: (AR302000)

You can use this form to enter incoming payments and apply them against the customer’s open items, as well as to create customer refunds and to add charges applied by the bank for payment processing. You can release a payment document on this form as well. If the payment document still has a nonzero balance after it has been applied to customer invoices and memos, you can apply its balance against additional invoices or memos.

For customers that want to pay by credit cards, you can initiate a card payment or manually enter information about a credit card transaction (the transaction number and the authorization number) received by phone from the processing center.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.

Command Description
Approve Approves the selected document and changes its status from Pending Approval to Balanced.
When you click this command, the Enter Reason dialog box opens if Is Optional or Is Required is selected in the Reason for Approval box on the Rule Actions tab of the Approval Maps (EP205015) form for the map. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being approved.
This command appears on the menu only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form if approvals have been activated (and an approval map has been specified) for the Refund document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.
AR Edit Detailed Navigates to the AR Edit Detailed (AR610500) report.
AR Register Detailed Navigates to the AR Register Detailed (AR622000) report.
Authorize Initiates credit card processing to secure the payment amount on the card. After the transaction has been properly authorized and confirmed, this amount may be moved to the recipient’s account.
If the Acumatica Payments feature is enabled on the Enable/Disable Features (CS100000) form and you click this command for a payment that is applied to a sales order, invoice, or debit memo, the system fetches the total tax amount from the applied document according to the following rules:
  1. The system searches the Documents to Apply tab if the full payment amount is applied to a document or multiple documents, and the system calculates the tax amount and the subtotal amount from this document or these documents.
    2. If a partial payment amount is applied, the system prorates the taxes from all the documents to which the payment amount is applied and adds these amounts to get the total tax amount. Then the system does the following:
    1. On the Sales Orders tab, if an amount is specified in the Applied To Order column, the system calculates the taxes from this sales order and adds them to the taxes from the documents. When the total tax amount has been calculated, the system then calculates the subtotal amount from the documents to which the payment is applied and from the sales order.
    2. If the amount in the Applied To Order column is 0, the system ignores this sales order, because the amount must be transferred to the invoice from which the taxes were already extracted.
  2. If no documents are listed on the Documents to Apply tab, the system goes to the Sales Orders tab. If the payment is applied to a sales order in full and an amount is specified in the Applied To Order column, the system calculates the tax amount and the subtotal amount from this sales order.
    3. If a partial amount is applied to the sales order and an amount is specified in the Applied to Order column, the system calculates the taxes from the sales order and then calculates the subtotal amount from the sales order. If the amount in the Applied to Order column is 0, the system ignores this sales order, because the amount must be transferred to the invoice from which the taxes were already extracted.
  3. If the payment amount is less than the total amount of the invoice, debit memo, or sales order, the system prorates the tax amount based on the amount applied to the invoice, debit memo, or sales order.
For details on the transmission of level 2 data, see Level 2 Data Transmission During Card Payments.
This command appears on the More menu if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form.
Capture Actually charges the amount from the credit card.
This command appears on the More menu if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form.
If the Acumatica Payments feature is enabled on the Enable/Disable Features (CS100000) form and a payment is captured directly on the current form, this payment will not quality for level 2 data transmission, because the tax amount is 0 at this time. Once the transaction is captured, it cannot be updated and thus it will be settled without the level 2 interchange rate. For details on the transmission of level 2 data, see Level 2 Data Transmission During Card Payments.
Customer Details Navigates to the Customer Details (AR402000) form.
Hold Changes the status of the record to On Hold. You click this command when you want to make changes to the record or pause its processing.
This button and command are available if the document has the Balanced status. The status is assigned by default to a new document if the Hold Documents on Entry check box on the Accounts Receivable Preferences (AR101000) form is cleared.
Reassign Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
This command appears only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the Refund document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.
Record and Capture Preauthorization Opens the CC Payment with External Authorization dialog box, so you can enter the transaction number with the processing center if the transaction has been authorized externally to try to capture the recorded authorization.
This command appears on the More menu if the Integrated Card Processing feature has been enabled on the Enable/Disable Features form.
Record Card Payment Opens the Record Card Payment dialog box, which you can use to specify the transaction number issued by the processing center. To ensure that the transaction matches the payment, the system validates the transaction number before saving it in the system.
If the processing center has the Import Settlement Batches check box selected on the Processing Centers (CA205000) form, the system does the following:
  • Checks whether the transaction has been settled. The system searches for batch transactions with the Missing status and with the same external transaction number and processing center ID.
  • If the batch transaction is found, changes the processing status of the batch transaction to Processed.
  • If the settlement status of the batch transaction is Settled Successfully or Refund Settled Successfully, for the linked payment, selects the Settled and Cleared check boxes and sets the Cleared Date is set to the date specified in the Settlement Time box of the Settlement Batches (CA307000) form.
  • If all transactions have the Processed or Hidden status, changes the status of the settlement batch to Processed.
This command appears on the More menu if the Integrated Card Processing feature has been enabled on the Enable/Disable Features form.
Refund Creates a refund for the document. This command and button are available for documents with the Payment, Prepayment, and Credit Memo types, which have available balance.
When you click this button, the system creates a document with the Refund type, populates the boxes of the new document with the settings of the original document, and applies the new refund to the original document.
Refund Card Payment Initiates a refund for the credit card payment if the time interval allowed for voiding has been exceeded.
This command appears on the More menu if the Integrated Card Processing feature has been enabled on the Enable/Disable Features form.
Reject Rejects the selected document and changes its status from Pending Approval to Rejected.
When you click this command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected as the reason for rejection. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being rejected.
After rejecting the document, you can click Hold to assign the On Hold status to the document; then you can modify it and resubmit it for approval.
This command appears on the menu only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the Refund document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.
Release Releases the payment, which causes the system to automatically create a batch of appropriate transactions.
Remove Hold Changes the status of the document from On Hold to Balanced, making it possible to release the document.
This button and command are available only if the document has the On Hold status. For a new document, they appear by default if the Hold Documents on Entry check box on the Accounts Receivable Preferences (AR101000) form is selected or if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.
Validate Card Payment Synchronizes the payment with its processing center transactions.
If you click this command, the system checks for any transactions that were created, and does the following:
  • If the transaction status in the system differs from the status in the processing center, updates the transaction status in the system.
  • If no response was received from the processing center (the transaction has the Open status in the Proc. Status column on the Card Processing tab), repairs the transaction by completing its processing. If such a transaction does not exist in the processing center, the system closes the transaction with an error.
If the Save Card check box is selected for the payment and the transaction is linked to a payment profile in the processing center, this action creates a customer payment method in the system.
If the processing center has the Import Settlement Batches check box selected on the Processing Centers (CA205000) form, the system does the following:
  • Checks whether the transaction has been settled. The system searches for batch transactions with the Missing status and with the same external transaction number and processing center ID.
  • If the batch transaction is found, sets the processing status of the batch transaction to Processed.
  • If the settlement status of the batch transaction is Settled Successfully or Refund Settled Successfully, for the linked payment, selects the Settled and Cleared check boxes and sets the Cleared Date to the date specified in the Settlement Time box on the Settlement Batches (CA307000) form.
  • If all transactions have the Processed or Hidden status, the status of the settlement batch is changed to Processed.
This command appears on the More menu if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form.
Void Voids or cancels the payment.
If you click this button for a deposited payment that has the Batch Deposit Nbr. box filled in on the Financial tab of the current form, the system displays a confirmation dialog box.
Void Card Payment Voids the credit card transactions if the time interval allowed for voiding has not been exceeded.
This command appears on the More menu if the Integrated Card Processing feature has been enabled on the Enable/Disable Features form.

Enter Reason Dialog Box

You use this dialog box to enter the reason you are approving or rejecting the selected document. The dialog box is opened when you click one of the following on the form toolbar of the current form:

  • Approve if Is Optional or Is Required is selected for the map in the Reason for Approval box of the Rule Actions tab of the Approval Maps (EP205015) form
  • Reject if Is Optional or Is Required is selected for the map in the Reason for Rejection box of the Rule Actions tab of the Approval Maps (EP205015) form
Element Description
Unnamed text box The reason the document is being approved or rejected.
This dialog box has the following buttons.
OK Saves the specified reason and closes the dialog box.
Cancel Closes the dialog box without saving the specified reason.

Back to TopReassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records. The dialog box opens when you click Reassign.

Element Description
New Approver The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver’s Delegations A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegate specified for the current business date.
If the check box is cleared and if the new approver is not available and has a delegate specified for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case the system will prompt you to specify a different approver).
This dialog box has the following buttons.
Reassign Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel Closes the dialog box and cancels the reassignment of the selected record or records to the new approver.

Back to TopSummary Area

In this area, you can enter the settings of a new payment or select an existing document to view its settings or edit it.

Element Description
Type The type of the document.
The type can be one of the following:
  • Payment: A document recording a payment received from the customer. One payment may be applied to multiple invoices, debit memos, and overdue charges.
  • Credit Memo: A document crediting the customer, which may be used as a base for a refund or applied against invoices and debit memos.
  • Prepayment: A document recording a customer prepayment. One prepayment may be applied to any number of invoices, debit memos, and overdue charges.
  • Refund: A payment, designed to reimburse the customer, that can be applied to credit memos, payments, and prepayments
  • Voided Refund: A document recording a refund that was voided.
  • Voided Payment: A payment that was voided.
  • Balance WO: A document that writes off a customer’s small balance that will not be paid. This document is created and released automatically by the system when you run the write off process on the Write Off Balances and Credits (AR505000) form for the Balance WO document type. You cannot create this document manually.
Reference Nbr. The unique identifier of the payment. This number is automatically generated by the system for a new payment document, based on the numbering sequence specified on the Accounts Receivable Preferences (AR101000) form.
If the Manual Numbering check box is selected for the specified numbering sequence on the Numbering Sequences (CS201010), the system validates each new reference number you enter in order to prevent the creation of payments and prepayments with the same reference number.
Status The status of the AR payment document, which is assigned by the system.
The status can be one of the following:
  • On Hold: You can edit the document but cannot release it.
    • When a new document is created on the current form, it is assigned the On Hold status if the Hold Documents on Entry check box is selected on the Accounts Receivable Preferences (AR101000) form or if approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the same form. If the Hold Documents on Entry check box is cleared, a new document is assigned the Balanced or Pending Processing status.
    If you click the Remove Hold button on the form toolbar or the equivalent action when you finish editing the document, the document’s status changes to Balanced, Pending Approval, or Pending Processing.
  • Pending Approval: The document needs to be approved by the responsible approvers, which are assigned according to the active approval map specified on the Approval tab of the Accounts Receivable Preferences (AR101000) form for documents of the type.
    • This status can be assigned to a document of the Refund type if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and if approvals have been activated (and an approval map has been specified) for the Refund document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.
  • Rejected: The document has been rejected by at least one assigned approver or rejected because no approver has been found for the document. You can delete a document with this status, or you can click the Hold button or action, edit the document, and again submit it for approval.
    • This status can be assigned to a document of the Refund type if the Approval Workflow feature is enabled on the Enable/Disable Features form and if approvals have been activated (and an approval map has been specified) for the Refund document type on the Approval tab of the Accounts Receivable Preferences (AR101000) form.
  • Pending Processing: The document is ready for credit card operations or for synchronization with the credit card processing center. A document of the Payment, Prepayment, Voided Payment, Refund, or Voided Refund type can have this status. The system assigns the Pending Processing status to the document based on its type as follows:
    • Payment or Prepayment type: The system assigns the Pending Processing status to a new payment or prepayment if a credit card payment method is selected for it and the Hold Documents on Entry check box is cleared on the Accounts Receivable Preferences (AR101000) form, or after you click Remove Hold on the form toolbar. The document maintains the Pending Processing status until the credit card payment is captured, at which point the system changes the document’s status to Balanced.
    • Voided Payment type: The system assigns the Pending Processing status to a document if it was created when a payment made with a credit card was voided. The document maintains this status until the credit card transaction associated with the original payment or prepayment is voided, at which point the system changes the document’s status to Closed.
    • Refund type: The system assigns the Pending Processing status to a new refund if it is not on hold (that is, the Hold Documents on Entry check box is cleared on the Accounts Receivable Preferences (AR101000) form), does not require approval, and has a credit card payment method selected, or after you click Remove Hold on the form toolbar. The document maintains this status until the original credit card payment is refunded, at which point the system changes the document’s status to Balanced.
    Documents with the Pending Processing status do not prevent financial periods from being closed and do not appear on the Unposted AR Documents report, even if they have active incomplete transactions. However, financial periods that have documents with the Pending Processing status cannot be locked.
    If the document has the Pending Processing status, you can perform particular actions on it, depending on whether a credit card transaction is linked to the document (and what the state of this credit card transaction is, if applicable):
    • If no credit card transactions, active or inactive, are linked to the document, you can edit the document details, delete the document, initiate new credit card transactions, record external transactions, and synchronize the processing status and payment status with the processing center.
    • If one active credit card transaction is linked to the document and it has not been completed, you can sync the processing status and payment status with the processing center, and perform operations (capturing authorized payments and voiding existing transactions) on existing credit card transactions.
    • If no active credit card transactions are linked to the document, you can edit the document details, initiate new credit card transactions, record external transactions, and synchronize the processing status and payment status with the processing center.
    • If you are waiting for external processing, you can sync the processing status and payment status with the processing center.
  • Balanced: The document can be released or put back on hold.
  • Open: The document has been released, but the application amount is less than the payment amount.
  • Reserved: The document has been released and then put on hold. That is, a user clicked the Hold button on the form toolbar (or the equivalent action) for the document when it had the Open status, and the system changed the document’s status from Open to Reserved. Reserved payments cannot be applied to outstanding documents and are excluded from the auto-application process. You can click Remove Hold to release the payment from the Reserved status.
  • Closed: The document has been released and closed. The application amount is equal to the payment amount.
  • Voided: The document has been voided.
Application Date The date when a payment is applied to a document (invoice or memo). The box displays the current business date for unapplied or partially applied payments and the latest application date for the closed payment, but you can override this date.
For example, if you partially apply a payment to an outstanding invoice on 9/5/2025 (current business date) and specify 9/1/2025 in this box, after you release the payment and its application, the payment will get the Open status, will have an available balance, and the current business date will be displayed in the current box. For the payment, the date when the payment was applied to the invoice will be displayed in the Application Date column on the Application History tab on this form.
You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the record.
You can apply a payment to a number of documents on different application dates. Also, you can use the AR Balance by Customer (AR632500) report to view application dates of the documents.
Application Period The financial period to which the payment should be applied, which the system generally fills in based on the date.
For a voided payment, if the Default Voided Date to Document Date check box is selected on the Payment Methods (CA204000) form for the payment method and the application period is inactive, the system fills in this box with the payment period. If this check box is cleared and the application period is inactive, the system fills in this box with the next active period based on the date.
Payment Ref. A secondary payment reference identifier, which can be a system-generated number, an external reference number entered manually (such as a bank check number), or an external reference number entered automatically (such as a credit card transaction number).
This box is not available for credit memos.
Customer The customer who issued the payment.
If the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form, the list of customers may be limited based on the branch specified for the document. A customer is available for selection if the Restrict Visibility To box on the Financial tab of the Customers (AR303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).
Location The customer location associated with the sale. Once the customer is selected, this box displays the customer’s default location ID, which can be changed.
This element appears only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Payment Method The customer’s default payment method; this box is not available for credit memos.
If a not-overridden credit card payment method (with the Override check box cleared on the Payment Methods tab of the Customers (AR303000) form) has been set up as the default one for the customer, this payment method is displayed in this box. The payment method's default processing center is displayed in the Proc. Center ID box, and the New Card check box is selected.
If the selected payment method is a card payment method with the Integrated Processing check box cleared on the Settings for Use in AR tab of the Payment Methods (CA204000) form, the Proc. Center ID box, New Card check box, and Save Card check box do not appear on the form.
If the selected payment method has POS Terminal selected in the Means of Payment box on the Payment Methods (CA204000) form, the Proc. Center ID, Terminal, and Processing Status boxes appear in the Summary area of the form.
Terminal The display name of the POS terminal that will be used for processing the payment.
This box appears on the form if the selected payment method has POS Terminal selected in the Means of Payment box on the Payment Methods (CA204000) form.
If you are creating a POS transaction for the first time and select a terminal, such as Terminal 01, the system saves this value in the database for the current user and sets it as the default terminal for the user account. In subsequent sign-ins for this user account, when you are creating a record on the current form, this default terminal will be automatically inserted in this box.
Use Orig. Transaction for Refund A check box that indicates (if selected) that the system should process a refund without linking it to the original card transaction.
This check box is selected by default. It is displayed for documents of the Refund type if the card-based payment method selected in the Payment Method box is associated with a processing center for which the Allow Unlinked Refunds check box is selected on the Processing Centers (CA205000) form.
When you clear this check box, instead of the Proc. Center ID box. the system displays the Card/Account Nbr. box, in which you can select a card to which the refunded amount should be returned.
This check box appears on the form if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form.
Orig. Transaction The reference number of the original transaction in the processing center.
This box appears on the form if the Refund document type has been selected in the Type box.
By default, the box is empty; if you manually enter a value in this box, the Proc. Center ID box becomes available and the refund transaction is processed by the processing center selected in the Proc. Center ID box.
If a value is selected automatically in the Orig. Transaction box and a credit card has been saved for the original transaction, the Card/Account Nbr. box is shown instead of the Proc. Center ID box and is filled in with the card or account number of the selected transaction. If no credit card has been saved for the original transaction, the Proc. Center ID box specifies the processing center of the selected transaction.
This box appears on the form if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form.
Proc. Center ID The processing center that is associated with the selected payment method and used for credit card payments or POS payments.
The default processing center that the system inserts is the processing center for which the selected payment method is specified on the Payment Methods tab of the Processing Centers (CA205000) form with the Default check box selected.
This box appears on the form if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form and either of the following conditions is met:
  • A payment method configured for credit card payments—that is, Credit Card is specified in the Means of Payment box on the Payment Methods (CA204000) form—is selected in the Payment Method box, and the New Card check box is selected.
  • A payment method configured for POS payments—that is, a payment method for which POS Terminal is specified in the Means of Payment box on the Payment Methods (CA204000) form—is selected.
New Card A check box that indicates (if selected) that when processing a payment for the selected payment method, the system will accept new credit card data when initiating the payment. If this check box is selected, the Save Card check box becomes available for selection.
This check box appears on the form if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form and a payment method configured for credit card payments (that is, Credit Card is selected in the Means of Payment box on the Payment Methods (CA204000) form) is selected in the Payment Method box.
When a new credit card transaction is initiated, this check box disappears from the form and the Processing Status box appears in its place.
Save Card A check box that indicates (if selected) that a new customer’s credit card will be created in the system. By default, this check box is cleared.
The check box appears on the form for documents with the Payment and Prepayment types if the following conditions are met:
  • The Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form.
  • The processing center selected in the Proc. Center ID box has the Allow Saving Payment Profiles check box selected on the Processing Centers (CA205000) form.
  • For the customer class of the selected customer, the Save Payment Profiles box is set to Upon Confirmation on the Customer Classes (AR201000) form.
  • The New Card check box is selected.
Card/Account Nbr. The identifier of the credit card, if the customer’s default payment method is a card.
Processing Status The processing status of the payment made by a credit card or via a POS terminal.The processing status can be one of the following:
  • Pre-Authorized: The credit card transaction has been authorized.
    • This processing status is set after one of the following sequences of events:
    • On the More menu (under Card Processing), Authorize was selected, and the action was performed successfully.
    • On the More menu (under Card Processing), Record Card Payment was selected, and then a user recorded a credit card transaction that has been captured.
  • Pre-Authorization Failed: The authorization attempt was not successful because the request data was incorrect, there was an issue with the internet connection, or the processing center could not be reached.
    • This processing status may be set if on the More menu (under Card Processing), Validate Card Payment was selected and an error occurred during the attempt to authorize the payment amount on the customer’s credit card.
  • Pre-Authorization Declined: The authorization attempt was declined by the processing center because the operation was declined by the processing center or by the card issuer.
    • This processing status may be set if on the More menu (under Card Processing), Validate Card Payment was selected and an error occurred during the attempt to authorize the payment amount on the customer’s credit card.
  • Pre-Authorization Expired: The authorization period for the credit card transaction has expired.
    • This processing status is set if any of the following conditions are met:
    • The current date is later than the transaction expiration date for the document.
    • On the More menu (under Card Processing), Validate Card Payment was selected, and the current status returned from the processing center is Pre-Authorization Expired.
  • Held for Review (Authorization): The authorization operation was performed on the credit card transaction and must be verified in the processing center.
    • This processing status may be set after one of the following sequences of events:
    • On the More menu (under Card Processing), Authorize was selected.
    • On the More menu (under Card Processing), Record Card Payment was selected, and then a user recorded a card transaction.
  • Captured: The payment was captured (that is, the money was transferred).
    • This processing status may be set after one of the following sequences of events:
    • The Capture button was clicked on the form toolbar, and the action was performed successfully.
    • On the More menu (under Card Processing), Record Card Payment was selected, and then a user recorded a credit card transaction that has been captured.
  • Captured, Refunded: The payment or prepayment was refunded and captured (that is, the money was transferred).
    • This processing status may be set for an original document with the Payment or Prepayment type after Void Card Payment was selected under Card Processing on the More menu for a document with the Voided Payment type.
  • Capture Failed: The capture operation was not successful because the request data was incorrect, there was an issue with the internet connection or the processing center could not be reached.
    • This processing status may be set after the Capture button was clicked on the form toolbar.
  • Capture Declined: The capture operation was not successful because the operation was declined by the processing center or the card issuer.
    • This processing status may be set after the Capture button was clicked on the form toolbar.
  • Held for Review (Capture): The capture operation was performed on the credit card transaction, and the transaction must be verified in the processing center.
    • This processing status may be set after one of the following sequences of events:
    • On the More menu (under Card Processing), Capture was selected.
    • On the More menu (under Card Processing), Record Card Payment was selected and a credit card transaction was recorded.
  • Voided: The credit card transaction was voided.
    • This processing status may be set after one of the following sequences of events:
    • On the More menu (under Card Processing), Void Card Payment was selected.
    • On the More menu (under Card Processing), Validate Card Payment was selected.
  • Voiding Failed: An error occurred during the attempt to void the credit card transaction because the request data was incorrect, there was an issue with the internet connection, or the processing center could not be reached.
    • This processing status may be set after Void Card Payment under Card Processing was selected on the More menu.
  • Voiding Declined: An error occurred during the attempt to void the credit card transaction because the operation was declined by the processing center or by the card issuer.
    • This processing status may be set after Void Card Payment under Card Processing was selected on the More menu.
  • Refunded: The payment was fully or partially refunded to the customer’s credit card.
    • This processing status may be set after one of the following sequences of events:
    • On the More menu (under Card Processing), Refund Card Paymentwas selected.
    • On the More menu (under Card Processing), Void Card Payment was selected.
    • On the More menu (under Card Processing), Record Card Payment was selected, and the refunded transaction was recorded.
  • Refund Failed: An error occurred during the attempt to refund the payment to the customer’s credit card because the request data was incorrect, there was an issue with the Internet connection, or the processing center could not be reached.
    • This processing status may be set after Refund Card Payment or Void Card Payment was selected under Card Processing on the More menu.
  • Refund Declined: An error occurred during the attempt to refund the payment to the customer’s credit card because the operation was declined by the processing center or by the card issuer.
    • This processing status may be set after Refund Card Payment or Void Card Payment was selected under Card Processing on the More menu.
Card payments imported from an external system can have one of the following processing statuses:
  • Pre-Authorized: The imported payment has been authorized but the funds have not been captured. The last successful operation with the card transaction was Authorize Only.
  • Captured: The imported payment has been captured. The last successful operation with the card transaction was either Authorize and Capture or Capture Authorized.
  • Pre-Auth./Capture Pending Validation: The payment has been imported with a transaction of the Unknown (authorize or capture) type, and the transaction is now pending validation.
  • Unknown: The system could not determine the processing status of the card transaction for the imported payment.
  • Captured; Void/Refund Pending Validation: The imported payment has been captured; then the transaction with the Unknown (void or refund) type has been imported and is now pending validation.
  • Pre-Auth.; Void/Refund Pending Validation: The imported payment has been pre-authorized; then the transaction with the Unknown (void or refund) type has been imported and is now pending validation.
  • Captured; Void/Refund Failed Validation: The imported payment has been captured, and then the transaction with the Unknown (void or refund) type has been imported and has failed validation.
  • Pre-Auth.; Void Failed Validation: The imported payment has been pre-authorized, and then the void transaction has been imported and has failed validation.
  • Pre-Auth.; Capture Failed Validation: The imported payment has been pre-authorized, and then the capture transaction has been imported and has failed validation.
This box appears on the form if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form. The box appears for a new document if a credit card payment method is selected in the Payment Method box and the document type is Payment, Prepayment, or Refund. For an unprocessed document, the value in this box is empty.
Cash Account The default cash account associated with the payment method; this box is not available for credit memos. If this is a clearing cash account, the payment will be included in a batch deposit. For details, see Preparation of Deposits.
For credit card payments, if the processing center has the Import Settlement Batches check box selected on the Processing Centers (CA205000) form, the selected cash account must be a clearing account for the deposit account specified for the processing center; otherwise, the system displays a warning message. For details, see Performing Settlement of Credit Card Payments.
Currency The currency of the payment document.
Once the customer is selected, the system inserts the customer’s default currency, but it may be changed if the customer’s settings allow currency overriding.
Deposit After The date starting which the payment can be deposited.
The box is displayed if the clearing cash account is selected in the Cash Account box. For details, see Preparation of Deposits.
Description A user-defined description of the payment. The description may contain up to 50 alphanumeric characters.
Payment Amount The total of the payment.
You can click the Refresh button right of this box to update the value in this box to reflect the sum of the amounts in the Applied to Documents and Applied to Orders boxes.
Applied to Documents The total of the documents to which payment is to be applied. The total is displayed until payment release.
Applied to Orders The total of the orders for which payment is reserved, minus the amount transferred to invoices.
Available Balance The amount that has not been applied. This value is nonzero if the payment amount is greater than the document amount.
Write-Off Amount The amount that has been written off.
Finance Charges The total on all finance charges applied to this document.
Deducted Charges The total amount of bank charges deducted by bank from the payment amount on your cash account (bank account). Even if the charges were actually deducted by bank, the original payment amount is shown in the Summary area.
For details, see Registration of Finance Charges.

Back to TopDocuments to Apply Tab

This tab includes the list (in a tabular format) of the customer’s open documents to which the incoming payment is to be applied. Click Load Documents on the table toolbar to specify a date range, a range of reference numbers, or both, and the system adds to the list the customer’s documents that meet the criteria. If there are open credit memos matching the specified criteria, they appear at the top of the list.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Load Documents Opens the Load Options dialog box, where you can specify criteria for loading or reloading the customer’s open accounts receivable documents.
If the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form, the lines of documents configured to be paid by line are added to the table along with the documents configured to be paid on the document level.
When the system loads documents for applications, positive credit memo lines and negative invoice lines are loaded and processed first because they increase the payment’s available balance.
Auto Apply Applies the payment amount to the loaded documents listed on the Documents to Apply tab, starting with the first row displayed in the table (even if the rows are sorted or filtered), until the available balance to be applied (in the Available Balance box of the Summary area) becomes zero. This button is available if the value in the Payment Amount box of the Summary area is nonzero.
If you change the Payment Amount and then click Auto Apply, one of the following happens, depending on the new available balance:
  • If the new available balance of the payment is positive (that is, if you have increased the payment amount), it will be applied to each listed document for which the paid amount (the amount in the Amount Paid column for the document in the row) is still less than the balance of the document (the amount in the Balance column); the rows with documents with the document amount paid in full (that is, the rows in which the amount in the Balance column is zero) are not recalculated.
  • If the new available balance of the payment is negative (that is, if you have reduced the payment amount), the payment amount will be reapplied to the loaded rows.

Table Columns

Column Description
Selected A check box that (if selected) indicates that the document listed in this row has been selected for payment. The system automatically selects this check box for documents that it selects for payment application when you click the Auto Apply button on the table toolbar.
You can select or clear this check box for all rows on the current page, by clicking the check box in the table header, or for any individual row. When a check box is selected for a row, the Amount Paid column for the document listed in the row is filled in as follows:
  • If the document in the row has the On Hold or Balanced status, the value in the Amount Paid column becomes equal to the value in the Balance column (that is, the balance of this listed document).
  • If the document in the row has the Open or Reserved status, the value in the Amount Paid column becomes equal to either the value in the Balance column (that is, the balance of this listed document) or the current value of the Available Balance box in the Summary area (that is, the available balance of the payment, if it is less than the balance of this listed document). If the available balance of the payment becomes negative, a warning is shown.
When you clear this check box for a row, the value in the Amount Paid column becomes zero.
The system selects this check box automatically if you change the amount in the Amount Paid column to a nonzero value.
Doc. Type The type of document to which the payment is applied.
The selection depends on the type of the payment document selected in the Summary area of the form:
  • A payment may be applied against the documents of the following types: Invoice, Credit Memo, Debit Memo, and Overdue Charge.
  • A credit memo, prepayment, and balance write-off may be applied against documents of the following types: Invoice, Debit Memo, and Overdue Charge.
  • A credit memo can be applied to documents of the following types: Payment, Prepayment, and Refund.
  • A refund may be applied against documents of the following types: Credit Memo, Payment, and Prepayment.
The Overdue Charge option is available if the Overdue Charges feature is enabled on the Enable/Disable Features (CS100000) form.
Credit memos paid by line cannot be directly applied to invoices on the current form. To apply credit memo lines, you should create a payment on this form, and then apply an invoice and credit memo lines to this payment on the Invoices and Memos (AR301000) form.
Reference Nbr. The reference number of the accounts receivable document (invoice or memo) to which the payment is applied. If you click this number, the Invoices and Memos (AR301000) form opens, on which you can view the details of the selected document.
Line Nbr. The number of the document line to which the payment can be applied. If the line represents the entire document, 0 is specified.
This column appears on the tab only if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.
Inventory ID The inventory ID of the item associated with the document line.
This column appears on the tab only if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.
Project The project ID associated with the document line.
This column appears on the tab only if the Payment Application by Line and Projects features are enabled on the Enable/Disable Features (CS100000) form.
Project Task The project task associated with the document line.
This column appears on the tab only if the Payment Application by Line and Projects features are enabled on the Enable/Disable Features (CS100000) form.
Cost Code The cost code associated with the document line.
This column appears on the tab only if the Payment Application by Line and Cost Codes features are enabled on the Enable/Disable Features (CS100000) form.
Account The account associated with the document line.
This column appears on the tab only if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.
Amount Paid The amount to be paid, which is displayed in the currency of the document that is selected in the Summary area of the form.
For credit memos, this amount is displayed as a positive value, although the value in the Amount Paid box is subtracted from the value of the Applied to Documents box. A positive value in this column increases the payment’s available balance for the credit memo lines with positive balances; a negative value in this column decreases the payment’s available balance for the credit memo lines with negative balances.
In a refund, positive credit memo lines decrease the available balance, while negative credit memo lines increase it.
If Credit Memo is selected in the Type box of the current form and an invoice or debit memo is applied to it on the current tab, the system automatically calculates the Amount Paid. The Cash Discount Taken column contains 0 by default, even if the invoice or debit memo has a cash discount. You can override the Cash Discount Taken amount, which causes the recalculation of the Amount Paid.
Cash Discount Taken The cash discount to be taken which is displayed in the currency of the document that is selected in the Summary area of the form.
If Credit Memo is selected in the Type box of the current form and an invoice or debit memo is applied to it on the current tab, the system automatically calculates the Amount Paid. The Cash Discount Taken column contains 0 by default, even if the invoice or debit memo has a cash discount. You can override the Cash Discount Taken amount, which causes the recalculation of the Amount Paid.
If you override this amount, the system checks whether the cash discount entered by the user exceeds the cash discount balance. If it does, the system displays an error message.
If you click Auto Apply on the table toolbar of the current tab, and the list of documents contains a credit memo with a cash discount, this cash discount is considered if the cash discount balance is not null and the document’s application date is within the cash discount period. The system fills in the Cash Discount Taken column automatically.
Write-Off Amount The amount to be written off, which is displayed in the currency of the document that is selected in the Summary area of the form.
For a credit write-off, this amount should be a negative value.
Write-Off Reason Code A reason code that defines an account and subaccount to be used for writing off credits or balances. You must select a reason code if the balance write-off amount is non-zero.
Date The creation date of the AR document.
Due Date The due date of the AR document.
Cash Discount Date The date through which the customer can take a cash discount.
Balance The balance of the document after the cash discount is taken and the amount is paid.
Cash Discount Balance The unused amount of the cash discount, in case of partial payment.
Description A description of the document.
Currency The currency of the AR document that is to be paid.
Post Period The period to which the payment transactions are to be posted.
Customer Order Nbr. A reference to a document of the customer, such as a purchase order number or a pro forma invoice.
Cross Rate A cross rate that you can optionally specify between the currency of the payment and currency of the original document.
Expired Compliance A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.
This column is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

Load Options Dialog Box

You use this dialog box, which opens when you click Load Documents on the table toolbar, to add to the list of the customer’s open documents the documents that meet the criteria you specify.If the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form, the lines of documents configured to be paid by line are added to the table along with the documents configured to be paid on the document level.

Element Description
Company/Branch The company and branch for which the documents are to be displayed.
From Date The earliest date for the documents to be displayed.
To Date The latest date for the documents to be displayed. The current business date is selected by default.
From Ref. Nbr. The document reference number to start with.
To Ref. Nbr. The document reference number to end with.
Max. Number of Rows The maximum number of records to be selected from the database. The default value is 100. That is, the system selects 100 records from the database that match the specified criteria, applies additional filters, if needed, and displays the resulting list of records.
Include Child Documents A box where you can select an option to indicate to the system the types of documents that belong to the child customer accounts of the selected parent account that should be loaded along with the documents of the currently selected customer account.
The following options are available:
  • None: Indicates that the system should load none of the documents of the child customer accounts.
  • Except Credit Memos: Indicates that the system should load all documents of the child accounts that meet the other specified criteria, except for the documents with the Credit Memo type.
  • All: Indicates that the system should load all documents of the child accounts that meet the specified criteria.
The box is available if both of the following conditions are met:
  • The Parent-Child Customer Relationship feature is enabled on the Enable/Disable Features (CS100000) form.
  • The selected parent account has child accounts for which the Consolidate Balance check box is selected on the Billing tab of the Customers (AR303000) form.
Sort Order In this section, you can define the order in which documents should be loaded from the database.
You can select one of the following option buttons:
  • Due Date, Reference Nbr.: The system loads the list of the documents sorted in ascending order first by due date and then by reference number. This option is selected by default.
  • Doc. Date, Reference Nbr.: The system loads the list of the documents sorted in ascending order first by document date and then by reference number.
  • Reference Nbr.: The system loads the list of the documents sorted in ascending order by reference number.
Regardless of the order in which documents are loaded from the database, they are displayed in the table sorted by the Reference Nbr.
If a document loaded from the database is paid by line—that is, the document has the Pay by Line check box selected for it on the Invoices and Memos (AR301000) form—the system displays separate document lines sorted in ascending order by their Line Number.
Automatically Apply Amount Paid A check box that indicates (if selected) that the Amount Paid column should be filled in when the system loads documents to the table, based on the value of the Payment Amount box in the Summary area.
The following rules are applied when loading documents:
  • If the Payment Amount value is zero, for each loaded document, the value in the Amount Paid column becomes equal to the document balance in the Balance column.
  • If the Payment Amount value is nonzero, the payment amount is applied to the loaded documents sequentially starting with the first document; for each document, the value in the Amount Paid column of the document becomes equal to the lesser of these values: the document balance in the Balance column of this row and the available balance of the payment (in the Available Balance box of the Summary area).
This check box is selected by default.
The dialog box provides the following buttons.
Load Loads the customer’s documents that meet the specified criteria to the table and closes the dialog box. If the table already contains any documents, they will be kept in the table and new ones will be loaded according to the selected criteria.
Reload Removes the previously loaded documents from the table, loads documents to the table according to the selected criteria, and closes the dialog box.
Cancel Closes the dialog box without loading any documents.

Back to TopApplication History Tab

This tab is used to store the history of the payment applications. As a result of each application, a batch of journal transactions is generated. All application batches are displayed on this tab.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Reverse Application Cancels the payment application.
The button is not available for a document of the Balance WO type. To reverse an application for this document type, void the document (Balance WO) and release the voiding. The system sets the Voided status to the document (Balance WO) and opens the invoice it has been applied to.

Table Columns

Column Description
Branch The branch that applied this payment.
Batch Number The ID of the batch that contains appropriate transactions. If you click this number, the Journal Transactions (GL301000) form opens, on which you can view the details of the batch.
Doc. Type The type of document to which the payment was applied.
Reference Nbr. The reference number of the AR document to which the payment was applied. If you click this number, the Invoices and Memos (AR301000) form opens, on which you can view the details of the AR document.
Line Nbr. The number of the document line to which the payment has been applied. If the payment has been applied to the entire document, 0 is specified.
This column appears on the tab if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.
Inventory ID The inventory ID of the item specified in the document line to which the payment has been applied.
This column appears on the tab if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.
Project The project of the document line to which the payment has been applied.
This column appears on the tab if the Payment Application by Line and Projects features are enabled on the Enable/Disable Features (CS100000) form.
Project Task The project task of the document line to which the payment has been applied.
This column appears on the tab if the Payment Application by Line and Projects features are enabled on the Enable/Disable Features (CS100000) form.
Account The account of the document line to which the payment has been applied.
This column appears on the tab if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.
Customer The customer specified in the payment.
Amount Paid The amount that was actually paid which is displayed in the currency of the document that is selected on the form.
Cash Discount Taken The cash discount taken during the application which is displayed in the currency of the document that is selected in the Summary area of the form.
Write-Off Amount The amount that has been written off, which is displayed in the currency of the document that is selected in the Summary area of the form.
Application Date The date when the payment has been applied to the document.
Application Period The financial period of the payment application.
Date The date of the document (invoice or debit memo).
Due Date The due date of the Accounts Receivable document.
Cash Discount Date The last date when the cash discount for the customer was available.
Balance The remaining amount after the cash discount was taken and certain amount was paid.
Cash Discount Balance The unused amount of a cash discount, in case of partial payment.
Description A description of the document.
Currency The currency of the paid document.
Post Period The period to which payment transactions were posted.
Customer Order Nbr. A reference to the customer document, such as a purchase order number.
Tax Doc. Nbr. The number used in tax reports for the VAT recognition entry corresponding to this document or application.
Depending on the Output Tax Entry Ref. Nbr option specified for the selected tax agency on the Tax Agency tab of the Vendors (AP303000) form, the tax document number can be assigned in one of the following ways:
  • The reference number of the original document is used.
  • The reference number of the payment is used.
  • The system generates a new number based on the numbering sequence in the Tax Invoice Numbering box on the Vendors (AP303000) form.
  • A user enters the number manually when running processing on the Recognize Output VAT (TX503000) form.
After a user has completed the Recognize Output VAT (TX503000) process, the column is assigned its value as described above. For details, see Applying a Pending VAT: To Apply a Pending VAT to an AR Invoice.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Subject to Tax Adjustment A check box automatically selected by the system if the AR document specified in this row is the subject to VAT adjustment.
For details, see VAT for Early Payments: General Information.
Tax Adjustment The reference number of the tax adjustment generated on the Generate AR Tax Adjustments (AR504500) form for the AR document specified in this row. This reference number is specified by the system automatically once the tax adjustment is generated.
Expired Compliance A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.
This column is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

Back to TopSales Orders Tab

This tab includes the list of the customer’s open orders for which the incoming payment is to be reserved. Click Load Orders on the table toolbar to specify a date range (and, if needed, a range of reference numbers) to add the customer’s specific orders to the list.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Load Orders Opens the Load Options dialog box so that you can add the customer’s orders to the list.

Table Columns

Column Description
Order Type The order type for which the payment is to be reserved. An Accounts Receivable payment may be reserved for the order types that generate Account Receivable documents of the Invoice or Debit Memo type.
Order Nbr. The reference number of the order for which the payment is reserved. By clicking this number, the Sales Orders (SO301000) form opens, on which you can view the order details
Status The status of the document, which is assigned automatically and can be one of the following options: On Hold, Credit Hold, Open, Back Order, Shipping, Canceled, Invoiced, or Completed.
Applied to Order The total amount reserved for the order.
For a payment applied to a blanket sales order, this column becomes unavailable for editing when a child order is created for this blanket sales order, and part of the payment’s amount is transferred to the child order.
Transferred to Child Orders The amount of a payment that has been applied to a blanket sales order and then transferred to its child orders.
Transferred to Invoice The amount of a payment that has been applied to a sales order and then transferred to a related invoice.
Date The creation date of the order.
Due Date The due date of the order.
Cash Discount Date The date through which the customer can take a cash discount.
Balance The balance of the order after the cash discount is taken and the amount is paid.
For a payment that is applied to a blanket sales order, this amount always equals 0 if the blanket sales order has at least one child order.
Description A description of the order.
Orig. Order Total The total amount of the document.
Orig. Order Currency The currency of the document.
Invoice Nbr. The reference number of the invoice generated for the order.
Invoice Date The date of the invoice.

Load Options Dialog Box

You use this dialog box, which opens when you click Load Orders on the table toolbar, to select the order to reserve the payment for.

Element Description
Company/Branch The company and branch for which the documents are to be displayed.
From Date The earliest date for the documents to be displayed.
To Date The latest date for the documents to be displayed.
Start Order. Nbr. The order number to start with.
End Order. Nbr. The order number to end with.
Max. Number of Rows The maximum number of documents to be selected from the database. The default value is 999. That is, the system selects 999 documents from the database that comply specified criteria and applies additional filters, if needed.
Order by An option you can select to order the documents on the list, which can be one of the following:
  • Order Date, Order Nbr.
  • Order Nbr.
The dialog box provides the following buttons.
Load Displays the documents matching the specified criteria and closes the dialog box.
Reload Removes the previously loaded documents from the table, loads documents to the table that meet the selected criteria, and closes the dialog box.
Cancel Closes the dialog box.

Back to TopService Orders Tab

This tab includes the list of the customer’s open service orders for which the incoming prepayment is to be reserved.

This tab appears on the form only if the prepayment has been created for a service order or appointment. That is, the prepayment has been created by clicking Create Prepayment on the Prepayment tab of the Service Orders (FS300100) and Appointments (FS300200) form.

Table Columns

Column Description
Service Order Type The type of the service order for which the payment is to be reserved.
Service Order Nbr. The reference number of the service order for which the payment is reserved. If you click this number, the Service Orders (FS300100) form opens, on which you can view the details of the service order.
Status The status of the service order, which is assigned automatically and can be one of the following options: On Hold, Open, Completed, Closed, or Canceled.
Source Appointment Nbr. The appointment for which the payment is received (if any).
Date The creation date of the service order if the payment is received for the service order, or of the appointment if the payment is received for a particular appointment.
Description The description of the service order.
Service Order Total The total amount of the service order.
Service Order Billable Total The total amount of the service order the customer will be billed for.
Currency The currency of the service order.

Back to TopFinancial Tab

This tab contains information about the Accounts Receivable account and subaccount used in the payment document, as well as the date and period of the document. For a released payment, it contains the reference to the batch that implements appropriate transactions.

Link to GL Section

Element Description
Batch Nbr. The ID of the batch that updates the appropriate account balances with the amounts of the document transactions when the batch is posted.
For a migrated document, the word Migrated is displayed instead of the identifier of a batch. For details, see Migrating Documents to Acumatica ERP.
Branch The branch that had applied this payment.
AR Account The asset account specified as the default AR account for the customer.
The account selected in this box should be configured as a control account for the accounts receivable subledger. That is, for this account, AR should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.
AR Subaccount The corresponding default subaccount for the customer.
Project The project with which this document is associated, or the code indicating that this document is not associated with any project; the non-project code is specified on the Projects Preferences (PM101000) form.
When a payment or prepayment document with the selected project is released, the system generates the respective transactions that are associated with the non-project code. That is, these transactions do not affect the project.
This box appears if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form and the AR check box is selected in the Visibility Settings section of the Projects Preferences (PM101000) form.
Project Task The particular task of the project with which this document is associated.
When a payment or prepayment document with the selected project task is released, the system generates the respective transactions that are not associated with the project task. That is, these transactions do not affect the project task.
This box appears if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form and the AR check box is selected in the Visibility Settings section of the Projects Preferences (PM101000) form.
Original Document The reference number of the original document (payment, prepayment, or refund), which was voided.
This box is filled in with a value if the document has the Voided Payment and Voided Refund types.

Payment Information Section

Element Description
Payment Date The date of the payment release.
This box is read-only and contains the date specified in the Application Date box in the Summary area of the current form.
Payment Period The period associated with the payment date.
This box is read-only and contains the financial period specified in the Application Period box in the Summary area of the current form.
Cleared A check box that indicates (if selected) that the payment has been cleared with the bank.
For credit card payment methods, if the Import Settlement Batches check box is cleared on the Preferences tab of the Processing Centers (CA205000) form for the processing center, this check box is selected when the payment is captured successfully. If the Import Settlement Batches check box is selected for the processing center, this check box is selected when a settlement batch is imported.
Clear Date The date when the payment has been cleared with the bank.
For credit card payment methods, if the Import Settlement Batches check box is cleared on the Preferences tab of the Processing Centers (CA205000) form for the processing center, the Cleared check box is selected when the payment is captured successfully, and this box shows the capture date.
Batch Deposit A check box that indicates (if selected) that payment should be deposited. You can change this option if the status of the cash account has been changed. Payments can be deposited only from a clearing cash account.
Deposited A check box that indicates (if selected) that payment was deposited.
Batch Deposit Date The date of the deposit.
Batch Deposit Nbr. The number of the deposit that includes the payment.
If you click this link, the system opens the Bank Deposits (CA305000) form, where you can review the deposit that includes the selected payment.

Back to TopCard Processing Tab

This tab shows the details of credit card payment transactions or POS payment transactions. The tab appears on the form if the Integrated Card Processing feature has been enabled on the Enable/Disable Features (CS100000) form and the payment method involves using credit cards. For details, see Card Payments.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Tran. Nbr. The number assigned by Acumatica ERP to identify a record about a transaction operation, which is added, for example, when you click Capture on the form toolbar or click Authorize on the More menu.
Proc. Center The processing center that processed the transaction operation.
Tran. Type The type of the transaction operation. The following values can be displayed in this column:
  • Authorize Only: The Authorize command was performed.
  • Authorize and Capture: The Capture command was performed for an unauthorized transaction.
  • Capture Authorized: The Capture command was performed for an authorized transaction.
  • Capture Manually Authorized: The Record and Capture Preauthorization command was performed and the processing center authorization number was specified. This operation captures the transaction authorized on the processing center side by using the transaction authorization number.
  • Void: The Void command was performed.
  • Refund: The Refund command was performed.
Tran. Status The status of the transaction operation. The following values can be displayed in this column:
  • Approved: The operation on the transaction was approved.
  • Declined: The operation on the transaction was declined.
  • Error: An error has occurred during the processing of the transaction operation.
  • Held for Review: The operation is pending review in the processing center.
  • Unknown: The current status of the transaction operation is unknown.
Tran. Amount The amount of the transaction.
Expire On (Est.) The estimated expiration date for the funds hold of active pre-authorization of the external transaction.
This column appears on the form if the transaction has the Authorize Only type specified in the Tran. Type column of the current tab.
Referenced Tran. Nbr. The number (Tran. Nbr.) of the related transaction operation, if one exists.
Proc. Center Tran. Nbr. The number assigned by the processing center to uniquely identify a transaction.
Proc. Center Auth. Nbr. The authorization number returned for the transaction by the processing center.
Proc. Center Response Reason The response received for the transaction operation from the processing center.
Tran. Time The time when the card transaction related to the document was performed.
Proc. Status The status of the processing of the transaction operation, such as Open, Completed, or Error.
CVV Verification The result of CVV verification if it was used by the processing center. The following values can be displayed in the column:
  • Matched: CVV verification was used, and the CVV code presented matched the code of the credit card.
  • Not Matched: CVV verification was used, and the CVV code presented did not match the code of the credit card.
  • Required but Not Verified: CVV verification was used, but the CVV code could not be verified.
  • Required but Not Provided: CVV verification was used, but the CVV code was not presented.
  • Not Verified Due to Issuer: The card issuing bank does not participate in the CVV program or has not provided the key, so the CVV code cannot be validated.
  • Skipped Due to Prior Verification: The CVV code had been verified previously and was skipped for the current operation.

Back to TopApprovals Tab

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

This tab contains information on approvals of the documents that are subject to this procedure.

If the record is rejected, a reason is specified during the rejection process, and then the record is returned for editing, that rejection will be listed on the tab, and all other rejections and approvals will be removed.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Assignee ID The identifier of the employee who is assigned to approve the document.
Assigned To The name of the employee who is assigned to approve the document.
Workgroup The workgroup of the employee assigned to approve the document.
Approved By (ID) The identifier of the employee who actually approved the document.
Approved By The name of the employee who actually approved the document.
Approval Date The date of the approval.
Status The status of the document, which can be Pending Approval, Approved, or Rejected, depending on the approval action performed.
Reason The reason the document has been approved or rejected (if applicable).

Back to TopCharges Tab

This tab contains a list of charges and fees applied to the payment by the bank for processing. For details, see Registration of Finance Charges.

Finance charges cannot be specified for customer refunds and credit memos.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Entry Type The charge, selected by its entry type ID. You can select the entry type from the list of entry types associated with the cash account.
Description A detailed description of the entry type.
Offset Account The account that is used for this charge. If the charge relates to a project, the specified account must be mapped to an account group.By default, the system fills in this column with the offset account of the entry type selected for this row. This account is specified for the entry type on the Entry Types (CA203000) form.
Offset Subaccount The corresponding subaccount for this charge.By default, the system fills in this column with the offset subaccount of the entry type selected for this row. This subaccount is specified on the Entry Types (CA203000) form. You can override this value if necessary.
This column appears on the form only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
Amount The amount of the charge.
Project The project associated with the charge. You can select any active project. By default, this is the project specified in the Project box on the Financial tab. This column appears if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Project Task The project task associated with the charge. By default, this is the project task specified in the Project Task box on the Financial tab.This column appears if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Cost Code The cost code associated with the charge.
This column appears if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form.

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