Adding and Applying Unreconciled Payments

Unreconciled Payments

Unreconciled payments are customer payments that have been received but not yet applied to a specific invoice. These function similarly to account credits but are referred to as "unreconciled payments" to avoid confusion with credit card payments or credit-based payment terms.

Common Use Cases

Unreconciled payments are useful in scenarios where payment is collected before invoices are finalized, such as:

• Prepayment arrangements -- A customer may choose to prepay for orders at the beginning of the week, with the supplier applying those payments to invoices as they are generated throughout the week.
• Account deposits -- Customers can make payments via credit card terminal, cash, or other methods to be held on account rather than applied to a specific invoice at the time of payment.

This approach provides flexibility for both customers and suppliers, allowing payments to be captured immediately while invoice details are still being processed or finalized.

Viewing Unreconciled Payments

Unreconciled payments for each customer can be viewed from the Network page (https://app.bulksource.com/material-sales/network/customers). Click into the customer record to access their details.

If you do not see an Unreconciled Payments tab, you may not have the required permissions. Contact your internal administrator to request access. If the tab is still not visible after permissions are granted, contact BulkSource Support for assistance.

Adding Unreconciled Payments

From the Unreconciled Payments tab within the customer record, click Add Unreconciled Payment in the top right corner.

You can record payments using the following methods:

• Cash
• Paper Check
• Credit Card
• Bank Transfer
• Card Present (only available if you have a BulkSource-supplied credit card terminal)

Unreconciled payments can also be added through the Scale House module during ticketing workflows.

Applying Unreconciled Payments to Invoices

Unreconciled payments are applied from the Invoices page (https://app.bulksource.com/financial-operations/invoices).

For open invoices, click the Pay Now button to apply available unreconciled payments. The system will display the customer's available balance and the remaining balance after the payment is applied.

Multiple Payment Methods

Customers may combine unreconciled payments with other payment methods on a single invoice. However, transaction fees apply based on the payment method used.

• Unreconciled payments do not incur transaction fees, as payment was already processed when the unreconciled payment was originally recorded.
• Other payment methods (credit card, ACH, etc.) incur standard transaction fees per payment.

If a customer chooses to split a payment across multiple methods, transaction fees will apply to each non-unreconciled payment. For example, if a customer pays with two separate checks, transaction fees will be charged twice.