Important: Any transactions done under Payments/Credits/Debits cannot be undone, they can only be offset, and so the fleet account statements will reflect all activity done on these screens.

From the Main Menu, choose Fleet Account Management then Payments/Credits/Debits. Choose a fleet account.

The Payments/Credits/Debits screen will work slightly differently depending on whether a fleet account’s statement type is Open Items or Balance Forward (page 2 of the Fleet Maintenance screen).

Payment Are assumed to be checks, and all payments are listed as checks in the Day End Processing screens. Every payment affects the cash drawer totals for that day. A payment must be applied to an open invoice or credit, which will be listed on the bottom half of the screen.

Payments (Balance Forward Statement Type) Immediately applies to the open balance with the Balance Forward method.

Payments (Open Items Statement Type) Applies toward one or several invoices. Type in the dollar amount of the check, and then mark the “Paid” button next to each invoice it applies to. Pressing OK will apply the payment to the selected invoices, and the outstanding balance will be updated.

Apply Credits If a credit has already been created but not applied (you will be warned when you enter the Payments/Credits/Debits screen), you can use this button to apply the credit. When you create a credit, the balance is reduced, but the credit is not applied to an open invoice until you use Apply Credits.

Credit This will allow you to create a credit for an account. You will then need to go back into Payments/Credits/Debits and apply the credit to a particular invoice.

Credit (Open Items Statement type) If you create a credit for a fleet account with Open Items statement type, you will not see it as a separate line item. However, when you go into the Payments/Credits/Debits screen you will see a notice “Unapplied Credits Exist”, and you will now see the Apply Credits button listed. Press the Apply Credits button, select the credit (you will see each unapplied credit listed as a separate line item), and then select the invoices or debits to apply the credit to.

Debit This will allow you to create a debit for an account. It will appear in the bottom half of the screen along with any open invoices.

Debit (Open Items statement type) If you create a debit for a fleet account with Open Items statement type, it will appear as a separate line item along with the invoices.

Discount (Only Open Items statement type) Allows you to apply a discount to an individual invoice. First, add a payment and select the invoice and you are now able to press the “Discount” key for the remaining amount, to zero out the invoice balance. This is useful for certain national fleet accounts that deduct a percentage (10%) from the invoice amount and pay the rest.

Open Items Statements

Balance Forward Statements