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Entering Payments for Invoices

Each time you apply a payment to an invoice, Brass Jacks Bookkeeper updates the balance due on the invoice.

Note:  Before you can view the Receive Payments dialog box or enter a payment, you must add the customer’s information in the Customer Detail dialog box. (See Managing Customer Information.)

Note: In the Receive Payments dialog box, when the payment is by check, you can use the NSF box if the check is returned for non-sufficient funds. For more information, see Removing Payments for Returned Checks.

To apply a payment to an invoice:
  1. Choose Sales > Receive Payments, or click the Receive Payments icon in the Sales section of the workspace.
  2. In the Receive Payments dialog box, select a transaction type from the Type list: Payment, Write-Off, Discount, or Cost Credit.
  3. From the Deposit list, to enter the deposit directly in your checking account, select Directly into checking account, or, to enter the deposit later, select Into Undeposited Funds.
  4. If necessary, select the customer from the Customer list.
    If you enter an invoice without a customer name, Brass Jacks Bookkeeper creates a customer record using the invoice number and date. To view these records in the Customer List dialog box, select the Include customers without names check box.
  5. To add a new customer, edit the selected customer’s information, or view the customer list, click the Customer link and choose a command from the menu.
  6. Enter the amount of the payment in the Amount box.
  7. From the Method list, select a payment method: Check, Cash, Credit Card, Debit Card, Money Order, or Other.  
  8. If the payment is by check, enter the Check #.
    The NSF check box shows when the payment method is by check.
  9. To 'print' a receipt, select the Print sales receipt when payment is saved check box, and then select one or more check boxes:
    Print to paper: prints one copy of the receipt.
    Print two copies: prints an additional copy of the receipt.
    Print to PDF: creates an electronic copy of the receipt.
    Use Company Logo: uses the company logo on the sales receipt instead of the text-based company name and address. (See Adding a Company Logo for information.)
    The invoice must be paid in full to print receipts.  
  10. In the Unpaid Invoice Listing area, select the check box next to each invoice that applies to this payment.
  11. Click Save to apply the payment to the selected invoices.