How to Create a New Wholesale Payment and Apply it to the Invoice

In this article, we’ll discuss how to add a payment to a wholesale account and apply it to existing invoices. This feature can be accessed within the Wholesale Account module, where you can manage payments efficiently.

You may refer to this tutorial for a step-by-step guide on creating a new wholesale payment and applying it to an invoice: 

https://www.youtube.com/watch?v=L8A75BXQcBE.

1. Accessing the Wholesale Account Module

1. Open the left navigation menu.

2. Click on the Wholesale Accounts menu option.
   
    

3. Select the desired Wholesale Account. For this demo, we will use the account named Jov.

4. Click on the Paid and Credits tab to open the section where a new payment can be created. 
   
   

2. Adding a New Payment

1. In the Paid and Credits tab, click the Add Payment button.
   
   

2. In the Add Wholesale Payment dialog that appears, click Add Payment again and select your desired payment option. Payment options here are the same as those in the Sales module, and you can refer to our video guide for more on payment options if needed.
   
   
   

3. For this example, we’ll assume a payment of $1,000 via credit card has already been received.
   
    
   
   
   

Note: You may also add in notes regarding the payment made through the Payment Notes field, change the Payment Date, or select a General Ledger account for the payment.

4. Once the payment details are set, click OK.
   
    

5. The payment should now appear at the top of the grid, indicating that it was successful.
   
   
   

Additional Notes: After adding a payment/credit, a window dialogue will pop up which lets you choose what you wish to do next.

Apply/Distribute Payment - Redirects the user to the Payment Distribution dialogue window where they may be able to allocate payments to outstanding invoices, showing the current balance, applied amount, and new balance for each invoice.

Send Payment Receipt - Opens the Message Builder which allows you to create a message for the payment receipt which gets sent via email.

Add Another - Brings you back to the start of the Payment/Credit window dialogue to add another payment.

3. Applying the Payment to Existing Invoices

1. In the Unapplied Amount column, click the Apply Payment button.

2. In the context menu, choose whether to apply the payment to the current account or another wholesale account. For this article, we will apply the credit to the current account.

3. In the Applied Payments section, you will see all unpaid invoices. These are sorted from oldest to newest, with the oldest at the top. 

4. To apply the payment, enter the amount in the Apply Amount field or use the Auto Apply feature to spread the payment automatically, starting from the oldest balances.

5. After confirming your selection, click Save.

6. Refresh the grid to view the applied credit in the invoices column. 

Troubleshooting

If you encounter any issues while creating a new wholesale payment or applying it to invoices, please reach out to Flawless POS customer support for technical assistance.