The Payment Amounts for Multiple Matters window is displayed after clicking the Apply Payment to Multiple Matters button in the Payment Entry window. This window shows a list of all statements with a balance due for each of the client's matters and allows you to designate how much of the payment to apply to each statement.

You have the option of applying the payment amongst statements automatically, by manually specifying amounts for each statement, or by using a combination of methods.

The top of the window includes the Payment Date, Payment Amount, Applied Amount, and Unapplied Amount. Each time an allocation is made, the Applied Amount and the Unapplied Amount are updated. This makes it easy to see how much of the payment remains to be applied.

Once you are finished applying the payment, click Finalize to proceed with the payment creation process.

Note: If the payment amount matches or exceeds the total amount due for all matters, each statement’s balance due will be applied automatically. However, you can modify the application amounts if needed before finalizing.

Automatic Application of Payments

To apply the payment to statements from oldest to newest, using each matter’s method to apply payments, click the Apply by Date button, or right-click in the window and select Apply by Date.

To divide the payment amount proportionately among all statements based on the amount due, click the Apply Proportionately button or right-click in the window and select Apply Proportionately.

Example: A client has four statements totaling $5,000. A payment is made for $4,000. Since $4,000 is 80% of $5000, the Apply Proportionately option will apply the payment to 80% of each statement’s balance due.
Manual Application of Payments

To pay an individual statement, click in the Apply column for that statement’s entry on the list. Alternatively, select the statement, and then right-click in the window and select Pay Selected. Once the statement has been selected, edit the value in the Apply column for that statement.

If there is an unapplied amount remaining, you can apply the remaining amount to any unpaid statements (i.e., statements with no value in the Apply column), right-click in the window and select Apply Remainder by Date or Apply Remainder Proportionately. Neither of these options will affect any statements for which an amount has already been applied.

  • Select Apply Remainder by Date to apply the remaining amount to each unpaid statement, from oldest to newest, using each matter’s method to apply payments.
  • Select Apply Remainder Proportionately to divide the payment amount between all unpaid statements proportionately based on the amount due.

Note: To clear your current payment applications, right-click in the window and select Clear All.

Click the Finalize button to create the payments for the matters shown. You will be asked to confirm that you want to apply the payment to the specified matters.

Click the Cancel button to close the window without creating individual payments.

Note: If the Applied Amount is greater than the Payment Amount, the Balance Due for the matter will display as a negative value. The unapplied amount will be retained on that matter for future allocation.

Note: If the Applied Amount is less than the Payment Amount, the excess amount will be applied to the client matter that was specified for the payment entry.

Note: An unapplied payment transaction will be added for any Unapplied Amount remaining, and will be allocated to the matter for which the payment was originally entered. If you want to assign the unapplied payment to a different matter, select that matter in the Payment Entry window when entering the original payment.

GL Integration Note: Be sure to specify the Receipt Information on the Payment window before clicking the Apply Payments to Multiple Matters button to ensure that the Receipt Type, Check Number, and Ref./Memo fields are saved to the GL journal entries.

GL Integration Note: When journal entries are posted from Tabs3 Billing payments using the Apply Payment to Multiple Matters feature, separate journal entries are created for each client matter specified. When creating a deposit in GL for these receipts, the receipts will be listed separately in the Select Receipts to Deposit window in GL. Once they are saved on a deposit, the printed deposit slip and Reconciliation program in GL will show them as a single combined deposit.

See also:   Apply Payment to Multiple Matters