Entering a partial payment

Underpayments can be processed in one of three ways:

  • By leaving underpayment balances in Billing;
  • By transferring underpayment balances to AR; or
  • By adjusting residual balances.

Note: If Maintain Prev. Balance was selected on the Set up general options window, you can leave underpayments in Billing or you can adjust the balance.
If the Cash Dues Over/Under Payments Create AR option was selected on the Set up general options window, you can transfer underpayment balances to AR.
If both of these options are selected, the underpayment balances can be transferred to AR, left in Billing, or you can adjust the balance.

To leave underpayment balances in Billing

If a partial payment is received, the unpaid balance appears in the Total Balance field, the Paid Thru date is not advanced, and the residual balance continues to be tracked as an open item in the Billing module. Since the Paid Thru date is not advanced, the remaining balance will print on subsequent Reminder Notices until full payment is received.

Note: The remaining balances that print on Reminder Notices for billings with partial payments do not include VOL products.

  1. From Billing, select Enter and edit payments. The Enter and edit payments window opens.
  2. Click New.
  3. Tab to the ID field and enter the customer ID.
  4. Press Tab.
  5. Enter the check number or credit/debit card type in the Check/CC field. For credit/debit cards, enter the required card information.
  6. Enter the amount of the actual payment in the Pay Amount field. iMIS automatically applies the amount paid to the open line items until the amount paid has been fully applied. In the following example, the balance due was $115 and we entered a $50 payment.
  7. Click Save.

For more information on Paid Thru dates, see Overriding the Paid Thru Date.

To transfer underpayment balances to AR

Use the following steps to enter a partial payment, transfer the underpayment balance to AR, and show dues as paid in full.

  1. From Billing, select Enter and edit payments. The Enter and edit payments window opens.
  2. Click New.
  3. Tab to the ID field and enter the customer ID, and press Tab.
  4. Enter the code for the marketing program or contact type that prompted this payment in the Source Code field.
  5. Enter the check number or credit/debit card type in the Check/CC field. For credit/debit cards, enter the required card information.
  6. Enter the amount of the actual payment in the Pay Amount field. In the following example, the balance due was $95 and we entered a single payment of $55.
  7. Select each line item and enter the full amount due in the Amt Paid field.

    8. As you override the Amt Paid, the difference between the payment entered and the amount applied displays as over applied at the bottom of the window.

  8. Click Save. A message is displayed asking you to confirm the creation of an AR item for the over applied payment.
  9. Click Yes.

    10. The remaining balance transfers to AR/Cash as an open receivable. The balance will appear on the AR statements instead of future Dues Billing Reminder Notices.

To adjust residual balances

In certain cases, you may want to write off or reduce the residual balance left from an underpayment, particularly if the remaining balance is insignificant. You also may want to use the adjustment method to officially record decisions to award a post-billing discount for a line item.

Note: Entering this adjustment makes no credit or debit entries into any accounts, including the write-off account.

  1. From Billing, select Enter and edit payments. The Enter and edit payments window opens.
  2. Click New.
  3. Tab to the ID field and enter the customer ID, and press Tab.
  4. Enter the code for the marketing program or contact type that prompted this payment in the Source Code field.
  5. Enter the check number or credit/debit card type in the Check/CC field. For credit/debit cards, enter the required card information.
  6. Enter the amount of the actual payment in the Pay Amount field. In the following example, the balance was $75 and the payment was $60.
  7. Select the line item for which the Amt Paid (applied) is less than the balance.
  8. Enter the positive difference between the Balance and Amt Paid in the Amt Adj field.
  9. Click Save.

    10. Note: An activity tracking record will be generated even when no payment is applied (for example, when a full complimentary discount is being applied).