Minimum Version Required: 22.01
Steps
How to Balance a Load Sheet
1. Using the Universal Search, navigate to the Load Sheets Table.
2. Click the Status column header.
3. Filter to Returned status.
4. Under the Cashier column, click the Balance link for the Load Sheet.
5. This page shows the Payment Application Tool: confirm received amounts and apply payments to invoices.
6. The left side panel of this page shows all Load Sheets in Returned status, by a delivery driver.
7. If a payment is not yet listed in the section use the Quick Add Payment button.
Example: If multiple checks or money orders are collected for the same invoice, another payment should be added to reflect that individual payments exist instead of a single, sum amount
8. For checks, certified checks, and money orders enter the number into the Check field and the amount in the Receipt field.
9. Click Apply To on the open invoice(s) to apply the payments to an open balance.
10. Check to Use Credits from previous invoices before applying for payments.
11. Enter the total amount of all cash and checks to the Actual Receipts field.
If the Difference is not zero ($0.00), it means the Actual Receipts and Total Receipts don’t match, and review your cash and checks
12. Once all receipts are entered, payments are applied, and the difference is $0.00, click the Balance button.
Fields And Definitions
● Load Sheet Status Definitions
New - Pre-sales and Picking
Loaded - Delivery and inventory, On truck, Invoice Lock
Returned - Reconciliation of invoices and product, signature confirmation
Balanced - Reconciliation of money collected, collection of money is confirmed and/or adjusted
Verified - Posted to history, end of day process, Invoice close
Best Practices
Payment Terms - If there was an EFT or Electronic Funds Transfer Payment term, or Fintech, you want to be careful going down the line and just applying payments to open balances without taking that into consideration. With an EFT they are expecting an electronic payment may be through EDI or a Manual option bank
Dates - It’s most common that you apply Payments from the top to the bottom to make sure you pay on time on those terms
Using the End of Day Status dashboard is a great way to quickly view if any Load Sheets are unbalanced at the end of the day
Only enter payments you have actually received on this page, not the payments you expect to receive