Help:AR1-Offset Cash
This menu option is used to distribute the cash or credits which appear on one or more A/R files to offset the charges on those files which share the same file number. This is especially useful for Storage Accounts which may have several billings and only a single payment credit.
This process applies the credit amount to the outstanding invoices in a sequential order beginning with the oldest invoice date.
File Number *: Enter the File Number of the series of files which have credits and unpaid charges that need to be offset. The files which share this File Number and which currently have either a credit balance or unpaid charges will be listed in the window below. Press the {?} to the right of this field to open a window titled Select A/R File Number which displays all the current A/R files from which you can select the desired file. This is a required field.
Total Credits: This is an informational field which displays the total credits for this file number. You cannot edit the information in this field. NOTE: A zero amount in this field indicates that there are no existing credits to offset any unpaid charges on this file.
Total Billing: This is an informational field which displays the total current unpaid charges for this file number. You cannot edit the information in this field. NOTE: A zero amount in this field indicates that there are no unpaid charges against which any existing credits may be applied on this file.
Balance Due: This is an informational field which displays the current balance due for the selected file number. You cannot edit the information in this field.
File Name: This is an informational field which will display various messages during this transaction processing. You cannot edit the information in this field.
[ Record ] Press this button to offset the charges with the credits. NOTE: You will only be able to offset charges with credits if there are both charges and credits on the file number selected. If there is a zero amount in either the Total Credits field or in the Total Billing field, then this [Record] button will return a System Warning message.
[ Cancel ] Press this button to close this window and return to the previous window.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
