Applies to:          Stayntouch PMS          

How to Post a Payment/Allocate Funds

This guide explains how to post a payment in the Accounts Receivable (A/R) module and how to allocate that payment to an invoice. 

*The Company Card/Travel Agent Card MUST have an A/R number assigned or the A/R Transactions tab will not appear for selection. 

HOW TO POST A PAYMENT

Step 1. Open the A/R Transactions Tab

Option 1.

• Navigate to the Accounts Receivable module (Sidebar Menu > Financials > Accounts Receivable).
• Locate the Company Card or Travel Agent Card you wish to manage.
• Select the A/R Transactions tab. 

Option 2.

• Or if you have a Company Card/Travel Agent Card already open, select the A/R Transactions tab. 

Step 2. Add Payment 

• Select the Add Payment button.

Step 3. Submit Payment 

• Use the dropdown menu to choose a payment type.
• Enter a value in the amount field (Stayntouch PMS will reject negative values). 
• (Optional) Include a reference note.
• Check the box beside Allocate Payment After Posting if you know where you'd like to allocate the funds (outlined in Step 4).
  • Note: If you do not wish to allocate the payment after posting, then Stayntouch PMS will store the payment under the Unallocated tab (where it can be allocated in the future).    
• Then, select Make Payment.

Step 4. The Balance Tab 

• Next, Stayntouch PMS will auto navigate to the Balance tab.
• Your payment will appear at the bottom of the Balance tab. 

Step 5. Manage the Payment 

• Next, Stayntouch PMS will auto navigate to the Balance tab.
• Select the invoice to which you'd like to apply the payment. 
• You can select multiple invoices at once. 

Step 6. Choose Pay Selected

• Review and verify the amount you want to pay in the 'editable' field (i.e. the amount in the red box below) on the invoice(s) you have selected.
• Choose Pay Selected.

NOTE:

• This 'editable' field can be adjusted to reflect how much money you'd like to apply to each invoice.  
• You CANNOT allocate a total payments for an amount that exceeds the value you entered when submitting payment (refer to step 3). 
• For example, in step 3, we entered $670.19. As a result, we would NOT be able to choose the Pay Selected button until the value on the invoice matches (or was less than) $670.19. 

Select Multiple Invoices: 

• The screenshot below demonstrates this example, however the payment has been applied to two invoices. 
• Because when added together (300.08 + 370.11) the two values equal $670.19 (and do not exceed this amount), we are able to choose the Pay Selected button. 

Step 7. The Paid Bill Tab

• Once an invoice's amount has been paid in full, the invoice will appear under the Paid Bill tab. 
• In the example below, the invoice's original balance of $350.10 has been 100% paid off, which is why a $0.00 note appears on the invoice now.