HawkSoft enables you to record unapplied credits and unapplied payments that can be applied to an open invoice at a later time. This article explains how to apply a previously entered unapplied credit or unapplied payment to an open invoice.
Required permissions
In order to complete this task, user permissions must be set to include:
Accounting > Enable Client Trust Accounting > Allow Invoice/Credit Memo Creation
Accounting > Enable Client Trust Accounting > Allow Apply/Unapply of Credit to Invoices
See User Permissions for more information.
See Unapplying a Credit or Payment and Creating a Credit Memo for more information on how to unapply a payment or enter a credit in HawkSoft.
Applying a credit or an unapplied payment to an invoice
Retrieve the client.
Click Action, and then select one item in each of the first three lists to describe what prompted this transaction.
Select Trust Accounting > View Transaction List.
The Transaction List window opens.
You can toggle the Show only open invoices slider to narrow down the list of transactions.
Click on the invoice you want to apply payment or credit to.
The selected Invoice opens in a new window.
Click the View Applied Credits button.
The Credits Applied dialog opens.
The invoice's total amount due is listed at the top of the table in red text under the Amount column. If any credits have previously been applied to the invoice, each payment and credit will be listed with their Item #, and the Amount applied shown in green text.
Click + Apply Credit to Invoice.
The Apply Credit to Invoice dialog opens.
Check the box next to each payment or credit you want to apply.
Click the Apply Amount box next to each payment or credit you are applying, and then type in the amount from that payment/credit that you want to apply to the open invoice.
Example: If you have selected a payment/credit with an open balance of $25, you can enter "$25.00" into the Apply Amount field to apply the full payment/credit, or enter an amount less than $25 to apply only part of that payment/credit to this invoice.
Click the Apply Credit button.
Click the Save Changes button.
The Adjust Invoice Saved dialog opens.
Close the Transaction List.
Click Finish on the Action Menu.
The Finalize Log dialog opens.
Complete the rest of the log note, and add any task(s) as desired.
See Creating a Log Note for more information, and see Creating a Task for steps on creating tasks.
Click Save Log.
The credits or payments now show as applied to the invoice on the Trust Accounting tab.
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