The TAC system requires that all payments be posted against an invoice. When posting a payment for a service that does not already have a generated invoice, you have several options.
Create a temporary invoice
Create a notational invoice with zero amounts using the Line-Item Charges screen (Sites/Customers / Site Master / Edit Charges). Enter the details of the pre-payments and generate an invoice. This will generate a zero balance. Then post the pre-payment against this new invoice number. It will have a credit balance equal to the payment.
When the actual invoice is created, use the Invoice Adjustment form under Receivables/ Invoice Adjustments to transfer the credit balance to the actual invoice.
Post payment to an existing closed invoice
When posting payments, go the Receivables / Post Receivables screen and click the magnifier button next to the Invoice # field to select closed invoices for the site. Post the pre-payment to a closed invoice. A warning message will come up, advising you of the overpayment. You will now have a credit balance invoice. When the actual invoice is created, use the form under Receivables / Invoice Adjustments to transfer the credit balance to the actual invoice.
Post payment to an existing open invoice
This is not recommended because of the following issues:
With that said, you can use an existing open invoice, but be careful.
See Also