Matching/Clearing Payments

MATCHING/CLEARING PAYMENTS

Once a customer has made a payment, you will need to match the payment to the correct invoice and clear it from the open system.

1. In Great Plains click the “Sales” menu on the left side then look for the “Reports” tab.
2. Under “Reports” click “Trial Balance”.
3. Change the report type to “Aged Trial Balance w/Options”.
4. Under Options choose “Detail” then click the “Modify” button.
5. On the modification screen, under “Exclude” make sure the box for “Zero Balance” is not checked.
6. Everything else should be filled in correctly.
7. Click “Destination” and choose either printer or screen (If you choose to print the files, be aware it will take some time to print, and be multiple pages).
8. Once you have the Trial Balance list open or printed, click “Apply Sales Documents” under “Transactions” in Great Plains.
9. Work your way down the Trial Balance list, entering the Customer ID into the box in the pop-up window and click the tab.
10. Once the correct customer account is open, click the magnifying glass next to “Document No.” to pull up open payments and credits.
11. Click on the payment/credit in the new pop-up window and click on “select”.
12. Click the small check box to “Apply Amount” to the invoice in the bottom portion of the screen.
13. You do not need to do anything else once you have applied the credit/payment. Search for your next customer and continue working down the list.
14. Once you have completed the entire Trial Balance list, click “OK” near the top left of the window to complete the application process for all the documents you applied.
15. Once you have applied all the sales documents from the Trial Balance list, click “Ok”.
16. In Great Plains, locate and click “Paid Transaction Removal” under the Routines tab.
17. Click “Process” select the check box for Screen and click “OK”.
18. A pop-up window will show up asking “Remove Transactions?” Click “Yes”.   This will clear the transactions from the queue and load a summary of all the transactions you applied.
19. Review the summary to ensure all transactions have been entered correctly.