Use the options on this screen to process payments, retainers, credits, and refunds. Payments can be applied to invoices or projects. You can also apply a single payment across multiple invoices or projects. You can view all invoices or projects with outstanding balances for a client. In addition, itemized detail for how a payment was applied is displayed.
You cannot create a retainer payment transaction that applies directly to a project. You can issue a retainer payment only after all invoices are fully paid off and unused retainers need to be refunded. All regular mid-project retainer payments must be applied to open invoices, not to projects. ArchiOffice allows you to move retainer balances between projects that are owned by the same client. So if clients have a retainer balance on one of their projects, you can transfer that retainer or a portion of it to another project as a retainer transaction. It debits the transferred amount from the original project and credits it to the new project.
ArchiOffice does not allow
you to apply a credit (liability) directly to a project.
Credits
can only be applied to open invoices and cannot exceed the invoice amount.
Any excess amount is added to the retainer account.
From the accounting perspective, when retainers are applied on an invoice,
the transaction debits the Unearned Retainer account and credits the A/R
account.
This screen can be accessed by selecting New
from the Action drop-down on
the Contacts-Transactions
screen, by clicking Enter Payment
for an invoice listed on Billing-Outstanding
screen, or by clicking on a row on
the Projects-Billing-Transactions
screen.
Trans No:
Displays the number for the currently displayed transaction.
Reference No:
A reference number can be entered here for the transaction being recorded. For example, a routing number from a personal check can be typed here.
Client:
Displays the name of the client linked with this transaction.
You can click the Client link
to go directly to the contact record.
Notes:
Enter comments or descriptive detail to be saved with the transaction.
Date:
Enter the date on which the transaction was made.
Transaction Type:
Specify the type of transaction you want to record: payment received, retainer applied, credit issued or amount refunded.
Account Balance:
Displays the current account balance for a project.
Retainer Balance:
Displays the current balance of a retainer paid by a client.
Amount:
Displays the payment amount received for the current transaction. Any excess payment amount is added to the retainer account.
Available to Apply:
The payment amount available to apply to a selected invoice or project.
Amount to Apply:
Enter the amount to apply to a selected invoice or project. To expedite processing, click the value in the Balance Due column, in the Outstanding Invoices/Contacts Projects table, for a selected invoice or project to have that amount populate this field.
Check:
Click 
to attach a scanned check. Click 
to clear the attachment.
This feature is available in the ArchiOffice
Enterprise and Professional editions only.
Invoices:
Click this button to apply payments by invoice. A list of invoices for the selected client displays.
Projects:
Click this button to apply payments by project. A list of projects for the selected client displays.
Outstanding Invoices/Contact Projects:
This table displays a list of projects or invoices for the selected
client. Click Invoice or Projects to toggle between the type
of information displayed. Click Apply
to apply the value in the Amount to
Apply field to an outstanding balance for a selected invoice or
project.
Individual Items from this Payment:
This table displays itemized detail for the payment being applied for
the current transaction. Click Delete
to remove a transaction item.
Done:
Click this button to complete the transaction.
Do not click Done for incorrect
or partially completed transactions. Delete these entries to avoid creating
invalid transaction.
Button Panel
Action
Delete:
Select to delete a transaction.
When an invoice, against
which a credit has been applied automatically, is deleted, the credit
is re-charged back to its project.
List:
Select to view a list of outstanding transactions.
Find:
Select to run a transaction search.
Help:
Opens the ArchiOffice Help in the Transaction Detail section.