Overview
The Take Payment feature in the AR Aging screen allows you to receive and apply customer payments to outstanding Accounts Receivable invoices. Whether a customer pays by check, cash, credit card, or has an existing deposit on their account, the system provides flexible options for applying payments and maintaining accurate customer balances.
You can also use the Send for Payment feature to email a secure payment link, allowing customers to pay outstanding invoices online.
Access the AR Aging Screen
Navigate to Accounts Receivable.
Open AR Aging.
Search for and select the customer.
The customer's account will display:
Current Balance Due
Remaining Available Credit
Total Deposits (if applicable)
Open Invoices
Method 1: Receive a Standard Customer Payment
Use this method when a customer provides a payment (such as a check, cash, or credit card) for one or more outstanding invoices.
Step 1: Select Take Payment
Click the Take Payment icon (dollar symbol).
Step 2: Enter the Payment Amount
Enter the amount received from the customer.
The screen displays:
Balance Due – Total amount owed.
Total Deposits – Any unapplied funds already on the customer's account.
If the payment equals the outstanding balance, you can select Due to automatically populate the payment amount.
Step 3: Apply the Payment
Select the invoice(s) you want to pay.
For each invoice, you can:
Enter a payment amount manually, or
Select Due to pay the remaining balance in full.
As payments are applied, the system updates:
Available Funds
Total Balance Due
Total Payment
Step 4: Select the Payment Method
After selecting Apply, choose how the customer paid.
Available payment methods may include:
Check
Cash
Credit Card
Other payment types
Depending on your security permissions, you may also select the receiving location.
Complete any additional payment information, such as:
Check Number
Driver's License Number (optional)
Payment Notes
Step 5: Process the Payment
Select Process Payment.
The payment is applied to the customer's account.
Step 6: Print the Receipt
After processing, the system prompts you to print a receipt.
The receipt includes:
Customer account summary
Remaining balance
Remaining deposits
Recent account activity
Payment details
This receipt serves as confirmation that the payment was successfully applied.
Method 2: Apply Existing Customer Deposits
Customers may already have funds on account that have not yet been applied to invoices.
Examples include:
Overpayments
Customer deposits
Prepayments
Credits awaiting application
Step 1: Select Take Payment
Click the Take Payment icon.
Step 2: Enter a Payment Amount of 0
Since no new money is being received, enter 0 as the payment amount.
The system still displays any Available Funds from existing deposits.
Step 3: Apply the Deposit
Select the invoices to which the existing deposits should be applied.
As invoices are selected:
Balance Due decreases.
Available Deposit Funds decrease.
Total Payment reflects the amount applied from the deposit.
Step 4: Complete the Payment
Select Apply.
Although no new money is being received, the system still asks for a payment method to complete the transaction.
The payment amount remains $0.00 because the funds already existed on the customer's account.
Select Process Payment.
Step 5: Print the Updated Receipt
The receipt reflects:
Remaining customer deposits
Applied payments
Current account status
This provides both your staff and the customer with documentation showing how the existing deposit was applied.
Method 3: Send a Customer a Secure Payment Link
Instead of collecting payment over the phone or waiting for a mailed check, you can email a secure payment request directly to the customer.
Step 1: Select Send for Payment
Click the Send for Payment icon (envelope).
Step 2: Select the Invoice(s)
Unlike Sales Orders, where a payment request applies to a single order, Accounts Receivable allows you to choose exactly which invoices the customer should pay.
Select:
One invoice
Multiple invoices
Any combination of outstanding invoices
Step 3: Enter the Customer's Email Address
Enter or verify the customer's email address.
Select the appropriate processing location if prompted.
Step 4: Preview the Email
Before sending, preview the payment request.
The preview shows exactly what the customer will receive, including:
Selected invoices
Payment amount
Secure payment link
Step 5: Send the Payment Request
Select Send Payment Link.
The customer receives an email containing a secure online payment link.
What Happens After the Customer Pays Online?
When the customer completes the online payment:
The payment automatically posts to the customer's AR account.
The selected invoices are updated.
No manual payment entry is required.
Authorized users receive notification that payment has been received.
This streamlines collections and reduces manual processing.
Understanding Customer Deposits
The Total Deposits field represents money that has been received but has not yet been applied to invoices.
Examples include:
Customer overpayments
Deposits for future purchases
Advance payments
Remaining credits
These funds remain available until they are:
Applied to invoices,
Refunded to the customer, or
Used for future transactions.
Best Practices
Apply payments to the appropriate invoices as soon as they are received.
Review available deposits before requesting additional payment from the customer.
Use Due to quickly apply full invoice balances.
Print or email receipts after every payment.
Use Send for Payment when customers prefer to pay online or when collecting payment remotely.
Review customer deposits regularly to avoid leaving unapplied funds on customer accounts.
Summary
The Take Payment feature in the AR Aging screen provides several flexible ways to manage Accounts Receivable payments.
Using this functionality, you can:
Receive payments by check, cash, credit card, or other payment methods.
Apply existing customer deposits to outstanding invoices.
Print detailed payment receipts.
Email secure online payment requests.
Automatically post online payments to customer accounts.
These tools help streamline payment processing, improve collections, and ensure customer accounts remain accurate and up to date.