Table of Contents
Purpose
Have you ever recorded a payment in Aspire and then found that you were unable to apply it to the correct invoice? We’ve got you covered! In this article, you will learn how to match your lost payment to your invoice and manage those payments in Aspire!
🧠 Best practice in Aspire would be to select a property or opportunity when creating a payment as Aspire is a property centric system. This article is to help with payments where the Property or Opportunity was not added to the payment.
Having Trouble Finding Your Payment?
If you can't find your payment, there are a few places you might check. Here’s where to look for it:
Reporting
Go to the Reports module, then click into Standard Reports at the top of the page.
Then click the A/R Aging report under the Administration section. .
Scroll to the bottom under the Payment Source section of the report and find your payment. Take note of the contact information and payment amount!
The contact information, Contact or Company, can then be used to find your payment when creating a New Payment via the quick menu.
From the Quick Menu, click New Payment and type the name of the Contact, then click Apply.
On the payment screen, you should see the invoice and payment. Check the boxes to apply the payment to the invoices. Adjust the invoice and payment amounts to arrive at a zero-balance payment total and save the payment!
Was the Payment Contact Deactivated?
To confirm, go to the Contacts module and search for the contact.
If you cannot find the contact, check the filters on the list and remove the Active field from the report to see all results. You can do so by clicking the trash can on the filter, or by clicking CLEAR ALL at the bottom left to remove all filters.
Once you have found your contact, reactivate the contact by clicking on the Active radio button at the top of the screen.
Next, add the intended Company to the contact card and save the contact.
Has a New Contact Been Assigned?
Another scenario that could affect your ability to see the payment and invoice is when you have assigned a different contact to the property. In this case, you may not be able to find your invoice or payment. If not, you would create a miscellaneous invoice via the quick menu for the contact on the original payment.
Under the Invoicing module, you would select the item type of Clean Up A/R. This will clear the balance from the contact entered on the original payment.
🧠 Options available in the drop-down for the Expense field are set up in Administration ▶️ Lists ▶️Payment Categories.
You can select New to create your own Payment Category if necessary.
You can create your own categories here, but some common examples might include Bad Debt, Barter, Balance A/R or Advertising.
Also, you will need to create a credit memo for the original payment amount. Check the box to credit it as an expense, and select "Clean Up A/R" as the expense type.
This will apply the payment to the property or opportunity where the invoice can be applied.
That’s it! 🎉 Your payment should now be properly associated with the correct contact or property and will be much easier to track going forward!