Record and apply a customer payment (B2B Outbound Orders)

Use Log Payment to record money received from a wholesale customer and apply it to one or more of that customer's open orders. Flourish can apply the payment to the oldest balances or save as an unapplied payment to choose which invoices to apply the payment to.

Before you start

• Confirm that the payment belongs to the selected customer.
• Have the received amount, payment date, payment method, and check or transaction reference available.
• If QuickBooks Online payment sync is enabled, confirm whether the payment should originate in Flourish under your organization's accounting process.

Record the payment

1. Go to Outbound > Payments.
2. Select Log Payment.
3. Select the customer who sent the payment.
4. Enter the payment amount and payment date.
5. Select the payment method.
6. Enter the check number, ACH reference, or other payment reference.
7. Add notes that will help another user reconcile the payment.
8. Review the customer's open orders in the application table.

Apply the payment

Flourish proposes an oldest-first allocation across the customer's open orders. In the Apply column:

1. Review the amount assigned to each order.
2. Change an amount when the customer's remittance instructions specify a different allocation.
3. Confirm that no application exceeds the order's remaining balance.
4. Review the totals for the payment amount, applied amount, and remaining amount.
5. Select Save.

If the applied amount is less than the payment amount, Flourish keeps the difference as unapplied cash for that customer. The unapplied amount can be assigned to open orders later.

Expected result

The payment appears in the Payment Log with its applications. Each affected order's paid and open amounts update, and any unallocated remainder appears in Unapplied.

If QuickBooks Online payment sync is enabled, the payment enters the applicable QBO sync process separately from the invoice.

Correct an application or payment

• To remove one application while keeping the payment, use Unapply for that application. The amount becomes available to apply elsewhere.
• To reverse the entire payment, use Void and confirm the warning. Voiding the payment also reverses its active applications and reopens the affected order balances.
• To change the payment amount or customer after it has applications, void the payment and record a replacement. Do not create a second payment without reversing the incorrect one.

Troubleshooting

• The applied amount exceeds the order balance: Reduce that row's applied amount or move the excess to another open order.
• The applied total exceeds the payment: Reduce one or more applications. Applications cannot use more than the received amount.
• The order does not appear: Confirm that the order belongs to the selected customer and still has an open balance.
• Save is unavailable: Complete the required payment fields and correct any invalid application amounts.