Applying prepayments

After entering a prepayment as part of a client receipt, you can apply the prepayment to a final client invoice in > Manage > Client Receipts.

To apply a prepayment to a draft, approved, or on-hold client invoice, go to > Manage > Client Invoices and change the text and total amounts.

Note:
  • If you use multi-company, you can apply only project prepayments. Go to > Manage > Client Receipts > Existing tab to change any client prepayments to project prepayments, including any beginning balance prepayment amounts.
  • If you do not use multi-company, you can apply both project and client prepayments.

To apply prepayments

  1. From the > Manage menu, click Client Receipts.
  2. Click the Prepayments tab.
  3. Click the Project or Client field and associate the receipt with a project or client.
Note:
  • If you select a project that is associated with more than one client, Ajera selects the client for you. You can change this by clicking in the Client field.
  • To enter a client receipt to a project with a status other than Preliminary, Active or Billing Hold, you must first open the project list in > Manage > Project Command Center. Click the Status column, and select the status (Hold, Work Hold, or Closed). Then resume entering the client receipt in the Manage Client Receipts window.
  1. To change the invoices that appear, click (Change View) and select from the following:

Field

Description

Invoice date

The date or time period of the invoices you want to view.

To choose a range of dates, click Select Dates and enter the beginning and ending dates.

Unpaid invoices

Paid invoices

Select these check boxes to display unpaid or paid invoices. Select both check boxes to display all invoices.
  1. Use the table to apply the prepayment amount to your client invoices, as follows:

To

Do this

Apply payment to the entire invoice amount

Select the Pay check box for the invoice.

Apply payment to part of the invoice amount by activity type of Labor, Expense, and Consultant
  1. Select the Pay check box for the activity type.
  2. Enter the amount that you want to apply.

Apply payment to part of the invoice amount, specifying amounts for distributions
  1. Click (plus sign) next to the invoice.
  2. Distributions appear by activity. To view by phase, select the Apply by phase check box above the table.
  3. Select the Pay check box for the distributions to pay and enter the amount for each.
Note:

If you selected Apply sales tax on the Billing tab in > Setup > Company > Preferences, the Sales Tax field appears in the table.

When you enter an amount in the Amount field, Ajera automatically calculates the sales tax based on the sales tax rate you entered for the project or phase (in > Manage > Project Command Center > Project Info tab > Billing subtab) and reduces the amount you enter in the Amount field.

To turn off the automatic calculation, click the Pay button and enter the exact amount in the Amount field and in the Sales Tax field.
  1. Click Save.