How to Apply a Payment to AP Invoice and Reviewing the Account Aging Report

This article will walk you through applying payments to Vendor AP invoices and viewing the Vendor Account Aging Report for up-to-date financial tracking.

You may refer to this video a step-by-step guide on applying payments and reviewing aging reports: 

https://www.youtube.com/watch?v=jSXPP1NbK54

1. Open the Vendor Module and View Invoice Details

• Start in the Vendors module  from the Flawless POS Admin and select the vendor with the relevant invoice. For this example, we’ll be using the vendor named Jov.
  
   

• Go to the AP tab and click Invoices to view the invoice details.
  
   

2. Check the Vendor Account Aging Report

• In a new browser tab, Open the Report module from the Flawless POS Admin and select the Vendor Account Aging report.
  
   

• Press the Refresh Report button to update the report.
  
   

• Find the vendor’s information in the table to view the balance due.

  • The Current column reflects amounts due based on each invoice’s payment terms.

  • Inventory Balance shows the total amount owed to the vendor. 

3. Make a Payment in the Vendor Module

• Return to the Vendor module and navigate to Payments and Credits within the AP tab.
  
   

• Click Add Payment and:

  • Choose the Accounts Payable journal account for the credit.

  • Enter the payment amount (e.g., $500).

  • Optional: Add payment descriptions.

• Click OK to add the payment.
  
   
  
  
  

4. Apply Payment to Outstanding Invoices

• Locate the new payment in the grid. Under Unapplied Amount, select Apply Payment.
  
   

• In the Apply Payment section, distribute funds across any outstanding invoices:

  • Manually enter amounts in the Apply Amount column.

  • Use Auto-Apply to allocate funds to the oldest invoices first.

• Save your changes to complete the allocation.
  
   
  
  
  

5. Revisit the Account Aging Report

• Run the report again to view updates:
  
  
  
   

• Inventory Balance reflects any outstanding balance.

• Ensure Unapplied Amount is zero if all funds were allocated.

Troubleshooting
For any issues encountered when applying payments to AP invoices or reviewing the aging report, please contact Flawless POS support for assistance.