Payments against outstanding invoices are made at the Front Register by loading the desired customer and then entering "P" in the SKU box. The "Select Invoice" window has many features, but this process can be as simple or as complex as desired. The following section will go over everything you may need to know about posting payments from this window.


Figure 10-5



Invoice Grid

The invoice grid takes up most of this window and displays all outstanding invoices for the currently selected customer. It has several columns:

  • Invoice –The invoice number that has not yet been paid off.
    • The green box at the bottom of this column gives you the total number of invoices listed here.
  • Date – The date that the invoice was originally processed.
  • Amount Charged –The original amount on the invoice that was charged to account.
    • The yellow box at the bottom of this column totals up the amounts charged on all outstanding invoices.
  • Due 30 – Any balance due that has been outstanding for at least 30 days.
  • Due 60 – Any balance due that has been outstanding for at least 60 days.
  • Due 90 – Any balance due that has been outstanding for at least 90 days.
  • Amount Due –The current outstanding balance on this invoice.
    • The yellow box at the bottom of this column displays the total amount due based on all outstanding invoices.
  • Amount Posted –The amount that has been paid off since it was charged to account.
    • The green box at the bottom of this column displays the total amount posted based on all outstanding invoices.


Transaction Buttons

The row of buttons beneath the Invoice Grid provides you with many ways to manipulate outstanding invoices:

  • Adjustments –Allows you to make changes to the balance due by adding an invoice.
    • After you click on this button, you can enter your Clerk ID, a reason for the adjustment, an amount to post against the account (positive or negative) and a date for the correction.
    • See the walkthrough below for assistance using this feature.
  • Edit Finance –Click here to edit the finance charge on the current invoice.
    • The current finance charge is displayed under "Curr. Fin. Charge" at the bottom of the screen.
    • Once you enter the new finance charge, press Enter on your keyboard to update the record.
  • Look – Allows you to search for an invoice number.
  • Post –Allows you to finalize a payment (similar to F9-Print at the Front Register).
    • This button will become enabled once there is something to post.
    • See the walkthrough below for assistance using this feature.
  • Refund –Allows you to change a negative balance due to another tender type.
    • This button will become enabled once there is something to refund.
    • See the walkthrough below for assistance using this feature.
  • Auto –The Auto Post feature is used to simplify posting payments.
    • See the walkthrough below for assistance using this feature.
  • Credit –Allows you to apply a negative balance to an outstanding invoice.
    • This button will become enabled once there is something to credit.
    • See the walkthrough below for assistance using this feature.
  • Exit – Exits the Post window.
  • Cancel – Cancels any incomplete transactions in the Post window and exits.
  • Post Adjustments – Click this button after creating an adjustment to save the new invoice.
  • Set Printer – Click here to select a different Payment printer than the one specified in Hardware Settings.


Miscellaneous Data

The last row contains four boxes and 2 extra buttons that give you some extra information:

  • Current Invoice – Displays the currently selected invoice number.
  • Current Finance Charge – Displays any finance charges that are present on this invoice.
  • Finance Charge – Using the "Edit Finance" button, you can change the finance charges for this invoice here.
  • Credit Balance – Displays the current store credit balance for this customer.


Hints Box
The bottom part of this window is dedicated to giving you friendly hints for processing payments. The blue text in this window will change depending on what you are attempting to do, and it is a good place to look if you aren't sure of your next step!



Posting Examples 

Here are a few common transaction types using the Post screen. 


Paying Off Account Balance from the Front Register

It is possible to make an account payment right at the Front Register. Payments made this way should still be applied to outstanding invoices at the Post screen (see the section below on posting credits).

  1. From the Front Register, load a customer and then type "CREDIT" (without the quotes) into the SKU box, then press Enter.
  2. On the "Enter Credit Amount" screen (Figure 10-11), enter the Credit Amount desired, make sure that Balance is selected under "Apply To" and click on the Okay button.
  3. Choose the tender type desired and complete the sale as usual.

Using the Auto Post Feature

The easiest way to post a payment to a customer's account is to use the Auto Post feature. This will allow you to accept any amount from the customer and automatically apply it to the oldest outstanding invoices.

  1. From the Front Register, load a customer and then type "P" (without the quotes) into the SKU box, then press Enter.
  2. Click on the Auto button.
    • MicroBiz will prompt you to enter the amount to post.
    • The total amount due for this customer will already be entered here, so be sure to change this to the amount tendered, if applicable.
    • Click OK to proceed.
  3. A display window should now appear with information on this payment.
    • This message (see Figure 10-6) will display the Amount Due, the Amount Applied and the Invoice(s) receiving the payment.
    • Click OK to proceed.
  4. Click on the Post button to "post this session."
    • MicroBiz will give you a conformation window, and you can click "Yes" to proceed or "No" to cancel.
  5. Choose the tender type (cash, check, etc.), then click on the Okay button.
  6. Enter any payment notes desired (for cash or check transactions only) and process the payment.


Figure 10-6



Posting Payments Manually

Instead of letting MicroBiz automate this process, you (or your customers) can specify an invoice when posting payments. See Figure 10-7.

  1. From the Front Register, load a customer and then type "P" (without the quotes) into the SKU box, then press Enter.
  2. Select an invoice from the Invoice Grid.
  3. Press the Enter key (on your keyboard) to enter a payment on this invoice.
    • You can also double-click on the invoice desired.
    • MicroBiz will prompt you to enter the amount to post (see Figure 10-7).
    • The amount due for this invoice will already be entered here, so be sure to change this to the amount tendered, if applicable.
    • Click OK to proceed.
  4. Click on the Post button to "post this session."
    • MicroBiz will give you a confirmation window, and you can click "Yes" to proceed or "No" to cancel.
  5. Choose the tender type (cash, check, etc.), then click on the Okay button.
  6. Enter any payment notes desired (for cash or check transactions only) and process the payment.


Figure 10-7


Posting Adjustments

If you find the need to make changes to a customer's account by adding a positive or negative balance, this is the place!

  1. From the Front Register, load a customer and then type "P" (without the quotes) into the SKU box, then press Enter.
  2. Click on the Adjustment button.
  3. Fill out the A/R Adjustments form as needed (Figure 10-8).
    • All fields will be filled out automatically for you, but you may need to change some (the Amount field defaults to $1.23).
    • If you are adding to the customer's balance, enter a positive figure.
    • If you are subtracting from the customer's balance, enter a negative figure by placing a minus sign before the amount.
    • Click the Save button to proceed.
  4. The adjustment has been added as a new invoice to the Invoice Grid.
    • If the adjustment was negative figure, see below for steps to credit an account or process a refund.

Figure 10-8


Posting Credits

A credit is used to apply a negative balance due (usually created by an adjustment) to an outstanding invoice.

  1. From the Front Register, load a customer and then type "P" (without the quotes) into the SKU box, then press Enter.
  2. Select an invoice with a negative balance due from the Invoice Grid.
  3. Click on the Credit button to prepare the credit application.
    • You can also press Alt-C on your keyboard to prepare the invoice.
    • The entire invoice line will turn yellow to indicate that it is ready to be applied.
  4. Select the invoice to which you wish to apply this credit.
  5. Press the Enter key (on your keyboard) to apply the credit.
    • You can also double-click on the invoice desired.
  6. Click on the Post button to "post this session."
    • MicroBiz will give you a confirmation window, and you can click "Yes" to proceed or "No" to cancel.


Figure 10-9



Issuing Refunds

If desired, you can issue a refund on an invoice with a negative balance from the Post screen.

  1. From the Front Register, load a customer and then type "P" (without the quotes) into the SKU box, then press Enter.
  2. Select an invoice with a negative balance due from the Invoice Grid.
  3. Click on the Refund button.
    • The selected invoice should appear on its own in the Invoice Grid.
  4. Click on the Post button to "post this session."
    • MicroBiz will give you a confirmation window, and you can click "Yes" to proceed or "No" to cancel.
  5. Choose the tender type (cash, check, etc.), then click on the Okay button.
  6. Enter any refund notes desired (for cash or check transactions only) and process the refund.