GP 2010: Apply Cash to Invoice Line Items

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Posted on by webberland

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Is there a way to apply payment to specific line items in AR? We have customers who will pay for specific line items on an invoice at a time instead of the whole thing. It makes it hard on our collections because they don't know which line items to discuss with the customer, but instead have to go through the whole invoice. We are using GP 10.

Thanks,

Jason

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Hi,

Thre is no way within standard GP to apply receipts to SOP line items.

I have developed an add on in the past to allow for this - but it becomes very complicated when you start to look at things like unapplies, multicurrency FX gains and losses, transferring documents to history, voiding receipts or invoices. And all of that combined with many individual receipts applied to Invoices / part applies / two or more receipts applied to the same line, write offs etc etc.

I'm not saying its not achievable, its just you have to accept that it is very complex.

Our client took the approach, that the Line Apply must sit outside the normal apply routine (the user experience is seamless - but the line apply records are seperate and distinct to the normal Apply routine.

Perhaps its one or the Connect suggestion box?

I'm not aware of any other third party product that achieves this.

Ian.

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Victoria Yudin 22,769 on at

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I get asked for this more and more often lately...

One possible way to overcome this is by entering an individual GP invoice for each line item (or combination of items) that may be paid for separately, then combining these invoices into a 'summary' invoice that gets sent to the customer. When payments are received, they can be entered against individual invoices, which are technically line items on the customer's invoice. This, of course, involves some significant custom reporting around invoicing and statements to customers. We actually have a customer that just switched to this method and so far so good.

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On a similar tone, we have a customer who produces a 'Statement/Invoice'. This lists all of the sales transactions on a customers account since the last statement was run.

At the bottom of the Statement/Invoice, the VAT for all of the invoices is summarised, and an 'Invoice' total is printed etc.

The top half displays the different invoices (each has only one line) - but the whole looks like a normal invoice. And each line gets paid seperately.

But it does mean putting only one line on each SOP invoice (or multiple lines if they are going to be paid together) as Victoria says.

Another customer prints their sales invoice lines to XL and stores it as an attachment in the document OLE container. When they receive cash, they update the relevant XL sheet. They do more in the XL file than just track the cash applies, so it makes sense for them to keep a file they can play around with.

Have you looked at Scheduled installments? Could this be of any use?

Ian.

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L Vail 65,271 on at

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Jason,

I have one client that needed this kind of thing too. They didn't want to change the way the SOP documents were entered, but they wanted to apply the cash receipts to the line item. Here's what I came up with. After the invoice was posted I used IM to read the SOP history tables and created an RM transaction for each line on the posted invoice.

The document numbers of the created RM transactions were derived from combining the SOP Doc Number + Line Sequence + Item Number. The line sequence number was converted to a two character digit. The original document created from the posted SOP document is written off in an imported cash receipt trx.

At the end of the day the original SOP Document is intact and can be reprinted. The line items appear on separate RM docs so that the items can be paid for separately. The RM docs are easily tied back to the original SOP doc because the RM doc number starts with the SOP doc number.

It may sound odd, but it was easy and it's working.

Kind regards,

Leslie

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webberland 355 on at

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Thanks everyone for the quick answers. Leslie I am going to start looking into you suggestion.

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L Vail 65,271 on at

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It's great to have so many options! We have a very good community here! Please let us know if you run into any snags. There are always those pesty details that get in the way of speed <grin>.

Kind regards,

Leslie

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Christopher Mast CPA 225 on at

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If you create an RM document for each line item in SOP history, what about the RM doc that's already in RM? Doesn't it need to be removed, or credited, or voided? If it's allowed to remain you're double dipping, aren't you?

I have a client with the same issue, and we're looking for a solution. So far this seems like the most viable. I'd probably use SmartConnect and schedule it to run daily.

Thanks.

Chris Mast CPA
Grand Rapids MI

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is there any way in GP to Apply Sales invoice with Item No? I have a invoice which have multiple Items and the payment which i received is 15% advance and remaining at due date per Item. I want outstanding for itemwise also i want to apply payment itemwise. Please advise on this.

Thanks

Sanjay Parab.

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L Vail 65,271 on at

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Sanjay,

That is what this thread was about. Do you have a question about one of the resolutions herein?

Leslie

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Yes I want more information about your post. I want to know how you had set up integration for Cash Apply with item wise sales invoice. Please send me any documentation if you have with this so that i can set that integration at my end. please mail me on sanjay.parab@pathinfotech.com

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