Home > Counter Control Help Documentation > Menu Selections > File > Account Maintenance > Apply Open Item Postings

Apply Open Item Postings

The Apply Open Item Postings screen is only available for accounts defined as Open Item in the Account Record (On the account record, pull up an account and then go to the accounting tab and if the field Open Item says Yes, then it is an Open Item account.)

Determine how the payment transactions (credits) you are posting are to be applied and dispersed to the specific invoices (debits). A credit transaction amount can be applied to one or more specific debit transactions. A zero will appear in the Applied field of the debit transaction entry until the amount to be posted for that line item is entered. Once a value is entered, the figure in the Difference field at the top will be reduced by that amount.

Access the Apply Open Item Postings screen to apply any unapplied posting transactions by clicking on:

File | Account Maintenance | Apply Open Item Postings

Account Number: enter the Open Item account number to apply transaction postings for. The screen will display all unapplied credit and open debit transactions for the entire account.

Click on the invoice (debit) and the corresponding payment transaction (credit) to apply:

• Select a single transaction line by clicking on the check box. 

• Select all credits and debits by clicking on the Select All button.

(Note: all button names will change to the De-Select mode.) 

• Select all credits by clicking on the Select All Credits button.

(Note: the button name will change to De-Select All Credits.) 

• Select all debits by clicking on the Select All Debits button.

(Note: the button name will change to De-Select All Debits)

The value of the selected debits and credits will display in the fields at the top of the screen. Once the dollar value of the selected debits equals the dollar value of the selected credits, the difference field at the top will be zero and the Apply Selected Items button will become enabled.

Note: The system will not allow the dollar value of the selected credits to exceed the selected debit balance due. A portion of the selected credit can be applied to match the selected debit balance due.

Apply partial credit: 

• Option 1

1. In the To Apply field, type the partial credit amount to apply to the selected debit invoice and press Enter.
2. The transaction line will be selected with a checkmark, the partial credit amount will be saved in the Applied field, and the Remaining field will be up to date.
3. The Selected Debits field, Selected Credits field, and Difference field at the top of the screen will be updated.

• Option 2

1. Check the box for the transaction item being applied and click on the Applied field drop down arrow.
2. On the displayed calculator, click on the C button to clear the current entry and enter the amount of the partial payment.
3. Click OK on the calculator or press Enter to save the partial payment in the Applied field.
4. Tab or click on another line to update the Remaining field as well as the Selected Debits field, Selected Credits field, and Difference field at the top of the screen.

• Option 3

1.    Select the credit and or credits you wish to apply and the Bulk Apply Selected Credits button will be highlighted.  Chose this button and it will apply the whole credit top down for you.  You can then choose the Apply Selected Items button to finish.

Once the selected items are applied, the following question will be displayed:

Would you like to close more items for this account now?

Quit: to exit the Apply Open Items screen. If items are selected and have not been applied, the following question will be displayed:

Items have not been applied to Account #: XXX. What would you like to do?

• Resume applying button– continue
• Quit without applying button– exits screen

See also