Any new work should be opened as a job ticket, as it happens. A job ticket can be opened anytime after it is conceived, and certainly before the work begins. It's important to open new jobs as soon as possible, since purchase orders and time can't be tracked without a job number.

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Here's How It Works

Client payments aren’t posted automatically. A new client payment can be saved, then edited or deleted, anytime before it is posted. Posting makes the client payment permanent.

When client payments are first added they are unposted. Unposted Client Payments can be easily changed, letting you edit payment amounts before the client balances are updated. Posting is a methodical process that updates clients, Client Payments, and the General Ledger. The process is the same whether you’re posting one payment or many payments.

Unposted payments don’t appear on cash reports, agings, the bank rec, or financial reports. This offers users an opportunity to proof their work before posting. (Once a payment is posted, the payment amounts, client, invoice, and credit and debit accounts can’t be changed.)

Unposting is a user-defined setting in Access Privileges. This means certain users can be allowed to unpost client payments, while other users can’t.

Reports can be printed from Client Payments showing payments made by clients for any range of dates and an accounting period. These reports can be compared to audit trails and journals from the G/L for easy auditing.

Each payment line item credits an A/R account in the General Ledger, making a credit journal entry. The A/R account is copied from the invoice (reversing the debit made to A/R when the invoice was posted). If a payment line had an adjustment (such as an early-payment discount, late fee, finance charge, etc.), debit and credit journal entries are posted into the General Ledger. Posting client payments doesn’t affect job tickets, although the job’s Client Payments will appear as “paid” (or whatever’s applicable) on the Job Billings report.

🔹To proof & post journal entries, choose Accounting > Client Payments then click the Proof/Post toolbar button.

⚠️ If you do not have access to rates, then you can’t see or change them (they are entered automatically when your time is saved).

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✳️ Client payments must be posted.. They can be posted individually, as needed, or, payments can be posted in batches. Client payments should be proofed for accuracy before they are posted. Proofing lets you check your payments for errors (such as the wrong invoice being paid), then make the appropriate changes. Proofing lets you avoid making time-consuming fixes to posted payments.

📎 If a client payment is posted but needs to be changed, it can be “unposted.” Unposting, obviously, reverses posting: the client’s balance increases, the invoice is marked as unpaid, and reversing journal entries are posted into the General Ledger. Once unposted, a client payment can be changed or deleted -- or posted again. Payments can’t be unposted if their accounting period is locked.

⚠️ Unposting Client Payments is a user-defined setting in Access Privileges. This means certain users can be allowed to unpost Client Payments, while other users can’t.

✳️ Client payments should be proofed before they are posted. Proofing lets users check their payments for errors, then make the appropriate changes quickly. Proofing lets you avoid making time-consuming fixes (such as unposting or adjusting journal entries) to fix posted payments. There are several proofing options, such as selecting only the payments you added, that make the process more efficient. There are several ways to proof your work:


TO PRINT A PROOF LIST

1️⃣ From the Client Payments window, click on the Proof/Post toolbar button (or choose File > Proof/Post).

The Post Client Payments window opens, prompting you to choose your proofing/posting options. The print proof list first option is always chosen by default.

2️⃣ Enter your proof list options, then click Proof.

📎 You can proof just the payments you added by checking the proof/post only payments added by option then entering your initials. You can print proof lists for a specific person’s payments by checking this option then entering their initials. Otherwise, all unposted payments will be printed on the proof list.

📎 You can also limit the proof list to only show payments added in a particular accounting period by checking the batch post only payments for period option then entering a period number. Any period can be selected. This option and the proof/post payments added by option can be used together.

📎 The proof list can be printed to the printer automatically by checking the always print proof lists to the printer option in Accounting preferences. Use this option when your company requires a hard-copy printout of proof lists to be filed every time.

TO POST ONE CLIENT PAYMENT

1️⃣ From the Client Payments window, find the unposted invoice.

2️⃣ Click on the Proof/Post toolbar button (or choose File > Proof/Post).

3️⃣ Click on the Post AP# option.

4️⃣ Click the Post button.

TO POST ALL UNPOSTED CLIENT PAYMENTS

1️⃣ Click on the Proof/Post toolbar button (or choose File > Proof/Post).

2️⃣ Click on the Post All Unposted Client Payments option.

3️⃣ Click the Post button.

📎 If you have many payments to post, the posting process may take several minutes. A progress bar shows which payment is currently being posted.

📎 If a batch posting is canceled (due to a network outage, power failure, etc.) immediately batch post the payments again; posting will pick up where it left off.

TO POST ONLY THE CLIENT PAYMENTS YOU'VE ADDED

1️⃣ Click on the Proof/Post toolbar button (or choose File > Proof/Post).

2️⃣ Click on the Post All Unposted Client Payments option.

3️⃣ Select the proof/post only Client Payments added by option, then enter your initials.

4️⃣ Click the Post button.

📎 This option posts only the payments that you’ve added. The batch post only entries added for period option posts only payments that have the same accounting period. This option lets you post invoices from last month, for example, skipping new client payments added this month.

TO UNPOST A CLIENT PAYMENT

Client payments can be unposted (i.e., reversed) once they’ve been posted. The unposting procedure is simple, but it is only available if the payment’s accounting period is not locked.

1️⃣ Find the client payment you need to unpost.

2️⃣ Click on the Proof/Post toolbar button (or choose File > Proof/Post).

3️⃣ Click on the Unpost AP# option.

4️⃣ Click Unpost.

📎 Unposting creates reversing debit and credit entries in the General Ledger. These journal entries have today’s date, but contain the same reference number, period, and amounts as the original entries.

⚠️ Unposting invoices is a user-defined setting in Access Privileges-- so you can control who has the ability to unpost. Once a payment is unposted, it can be edited, deleted, or otherwise changed just like any other newly-added payment. Once you’ve made any needed changes, it can be proofed and posted.

TIPS

📌 Financial statements can be printed for previous periods -- even if the period is locked -- by choosing the period from the drop-down menu.

FAQs

💬 Can I change the staff member's initials? Yes, the Re-number utility will change all of a staff member's time entries, job tasks, etc. automatically. If the staff member also has a vendor account (which is used for expense report reimbursements) it will be renumbered as well.

SEE ALSO
How to do estimates
Task Table FAQs

EXPLAINERS
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