A/R and A/P Payments

When you create a payment you are actually creating two records. The first is the payment itself. The second, which is automatically created for you, is the application of the payment. Four dropdown lists in the header of the payment record determine the level at which the payment is saved and applied. These are:

Program – which includes the “(Portfolio)” option
Project – which includes the “*All*” option
Contract or Commitment – which can be left blank
Linked A/R or Linked A/P Invoice – which can be left blank

Note that these are “cascading” dropdowns. That means that if, for example, you select a specific project then you can only select contracts and Invoices that belong to that project.

As soon as you save the payment record the application record is created in the background. Note that, while the application has been made for you, it is not displayed in the payment record. Only additional applications of the payment appear. See the next section for more information.

Reapplying Payments

After you have created and applied a payment you can reapply it if you wish at one or more lower levels. This allows you to accept and record payments before specific records have been created in PMWeb. For example, you can use this technique to receive a deposit payment before you have created any invoices. Simply save the payment record at the contract level and later, when you have had a chance to create an invoice you can apply some or all of the payment to it.

Payments can be reapplied by: