Changing a Payment Entry

 

How to Change a Payment

Notes About Changing Payments

Changing Payments with GL Journal Entries

How to Change a Payment

To change an existing payment from the Payment Entry window

1. In the Quick Launch, search for and select “Payment Entry.”
2. Click the Client button and select the desired client.
3. Click the Reference button and select the desired payment.
   ...or...
   Double-click the payment shown in the Payment Entry List to select it.
4. Make the desired changes.
5. Click on the toolbar to save the changes.
   
   See also: Changing Payments with GL Journal Entries

Note: You can view limited information for a credit card transaction by clicking the View Credit Card Transaction Information button. After the credit card transaction has been submitted, this information cannot be changed. To change a credit card payment transaction, you must either delete the payment transaction (for a work in process payment) or adjust the payment transaction (for a payment that has been billed), which will automatically attempt to create a credit transaction to the credit card. Once credited, a new payment transaction can be entered, if necessary.

Note: A user will not be able to change a payment entry unless that user has been assigned access rights to change payment entries. Only the Client ID and Reference fields will be available. All other fields will be dimmed.

Notes Regarding Changing a Payment Transaction

If integrating with QuickBooks using the QBXML format, changing a payment in Tabs3 Billing that was entered in Version 11 or later displays the QuickBooks General Journal Entry window, allowing you to create additional journal entries in QuickBooks.

Automatic spell checking is only performed when adding new transactions. However, spell checking is performed as you type for new text if the Automatic spell check as you type check box on the Spell Check Options window is selected. Clicking the button will spell check the entire field.

The Client field cannot be changed in this window. However, you can use the Transfer A/R and Transactions utility to move the transaction to a different client.

The Change WIP Transactions utility can be used to change the Status or Date field for multiple entries at the same time.

Changing the Tcode field to use a different Type after a payment has been manually allocated will cause a message to be displayed when the transaction is saved indicating that a critical field was changed and the Payment Allocation must be redone. For example, if you change a manually allocated Regular Payment to use a Fee Payment Tcode, you must redo the payment allocation in the Payment Allocation window before you will be able to save your changes.

Changing the Amount field after a payment has been manually allocated in the Payment Allocation window will not affect the current allocations; therefore, manual adjustments must be made using the Payment Allocation window. If you adjust the amount without making manual adjustments, the following will occur:

• If you decrease the payment Amount without adjusting the allocations, you will receive a message stating "The Applied Amount must not exceed the Payment Amount".
• If you increase the payment Amount without adjusting the allocations, the Unapplied Payment Options window will be displayed. 

Changing Payments with GL Journal Entries

Changing the Date, Tcode, or Amount of a payment transaction whose allocation type is configured to integrate with GL requires a corresponding change to the GL journal entries that were created for the payment transaction. This change is performed in two steps:

• reversing GL journal entries are created for all GL journal entries associated with the payment; and
• new GL journal entries are created with the new Date and/or Amount.

Before the adjusting journal entries are created, the GL Date Restrictions determine whether or not the change can be saved. A message regarding date restrictions will be displayed in the following situations:

• Restrict Journal Entries to xx days in the future/past options are not enabled: A message will be displayed if any user, regardless of rights, changes the date of an entry to a prior month. The user will be asked to confirm a change to a prior period.
• Restrict Journal Entries to xx days in the future/past options are enabled: A message will be displayed if any user, regardless of rights, changes an entry to a date outside of the Journal Entry Date Restrictions. Users without access rights to Bypass Journal Entry Date Restrictions will be prevented from changing the entry. Users with access rights to Bypass Journal Entry Date Restrictions will have to confirm the change.
• Date through which books are closed has a value other than mm/dd/yyyy: All users, regardless of rights, will receive a message upon saving if they attempt to change any field of a payment entry that is prior to the Date through which books are closed. The entry will not and cannot be changed unless the Date through which books are closed is changed to allow changes to that period.

Changes to the Description field of an integrated payment transaction are also affected by the GL Date Restrictions. If the change is allowed, then Tabs3 Billing compares the Description field of the payment entry with the Description field of the corresponding GL journal entries. If the Descriptions are the same, changing the Description in Tabs3 Billing will update the Description in GL. If the Descriptions are different, updating Tabs3 Billing will not update GL; the change will have to be made manually in GL.

Note: The GL Integration window will only be displayed when changing payment transactions in Tabs3 Billing if Tabs3 Billing is unable to determine which accounts to use for adjusting entries. Otherwise, adjusting journal entries will automatically be created. To change the journal entries associated with the payment transaction, click the button to open the GL Integration window.

Note: If the Amount of the payment transaction is changed in Tabs3 Billing, the reversing journal entries and new journal entries will have the same date as the original journal entries.

Note: When changing a Tabs3 Billing payment transaction with GL journal entries that are deposited, reconciled, or marked as cleared, a warning will be displayed requiring you to confirm the change.

Note: If the Date of the payment transaction is changed in Tabs3 Billing, and the new date of the transaction is within the same month as the previous date, then the reversing journal entries will have the original date whereas the new journal entries will have the new date. However, if the previous date was in a prior month, the GL Adjusting Journal Entries window will be displayed, prompting for the date of the reversing journal entries.

Note: In the event a payment entry had multiple debit or credit journal entries, then the amounts for the new journal entries are proportionately adjusted and any left over amount due to rounding will be included with the last debit and/or credit account.

Note: Be aware that any changes made in GL to journal entries that were generated by Tabs3 Billing do NOT affect the Tabs3 Billing transaction. Therefore, we recommend making the changes in Tabs3 Billing so changes can easily be made to the GL journal entries at the same time the change is made in Tabs3 Billing.

Note: Changing the Ref./Memo field for a payment transaction in Tabs3 Billing will make corresponding changes to all of the associated GL journal entries for that payment. Changing the Receipt Type or Check # field will make corresponding changes to the associated debit GL journal entries for that payment.

Note: If the posting method or GL account mapping is changed in GL Integration Setup, the only time GL journal entries will change to the new accounts is if the Amount or Allocation Information is edited for the transaction. If the Receipt Type, Check#, Reference, Memo or Description fields are edited, the original journal entries will be modified, but remain with the original GL accounts.