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:
Using the Pay Invoice Button
Using the Apply Payments Button from the Payments Tab of some PMWeb records
Note that when a payment has been reapplied it appears in the Additional Applications Table.
See Payments for a discussion of general payment concepts.
Payment Batch Field - Read only. If the record is linked to a batch the ID and description of the batch appear here. Click the field label to navigate to the batch record.
Open Balance Field - If the record linked to an invoice this is the open balance of the invoice and is read only. If the record is not linked to an invoice this defaults to "0" but may be edited and is simply notational.
Payment Amount Field - If there are lines in the Additional Applications table this field is read only. If there are no lines in the table this defaults to "0" but may be edited. Editing this field changes not only the payment amount but also its default application amount.
All lines in this table are read only. This table displays the additional applications for this payment: ones created outside the record (In invoices or payment batches, for example).
