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Deposit and Payment

Michelle Graby

We are still in the implementation phase. I am testing Accounts Receivable at this time. Is there a way to post a deposit with a payment that has part of the payment applied to an A/R balance account (there is an invoice in the system) and part is a credit card fee (it's a negative amount) that offsets it (a Misc Deposit? (example: Invoice total is $5,000 however we received $4890 net deposit. $5000 applied towards our a/r balance and ($110) credit card processing fee)

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Nikki Baldwin

@Michelle Graby
Yes, you can post deposits/payments to the unapplied AR payment account. Once you have an invoice to apply it to and post that, it would reverse it from the unapplied payments account and post to the appropriate accounts selected on the invoice/payment. In your implementation you will designate which account is the unapplied payments account:

Michelle Graby

@Nikki Baldwin
Hi Nikki, I'm still struggling with this. I added a deposit of $4890. I want to add a payment to it for an open invoice for a vendor in the amount of $5000 so that it will zero out that vendors account as well as reduce our Accounts Receivable balance. If I could add a misc. payment to this payment in addition to the $5000 that I'm applying to the vendor it would work however it would need to be a negative number and Blackbaud will not allow me to input a negative number.

Nikki Baldwin

@Michelle Graby, I would think a Credit on the client record in the amount of $110 with that appropriate distribution to clear your AR account would work here. It would reduce the amount of the balance owed on the client record and you can enter the distribution to clear the amount that's sitting in your unpaid AR balance. You could even create a specific Credit type to account for this type of CC fee moving forward and can discuss with your auditor what account(s) to use to represent this type of fee moving forward. This knowledgebase article discusses the natural distributions made by these record types in AR to help clarify what accounts you need to hit: https://kb.blackbaud.com/knowledgebase/articles/Article/41732