Accounts Receivable - Overpayment Credit

[kwynter]

I am in the process of "cleaning up" my Accounts Receivable Aging Summary and have a couple of questions...

1. The report shows some amounts in the On Acct column. The same amount appears as a negative in the Account Aging column. When I look at the Update Customer box, nothing shows up in the On Account Adjustment box. If I input the same number in the On Account Adjustment box to cancel, this amount is removed from the On Account column and not from the Account Aging column. They are small amounts, however, would like to have them cleared from the report.

2. While trying to correct the Accounts Receivable Aging Summary, it has come to my attention that when posting an accounts receivable payment which is an overpayment, the program asks if you would like to "Apply excess payment to customer's account". If I click Yes, the program creates an On Account Adjustment. I do not see an option of creating a Credit Balance which could later be applied to another invoice. Many times these are amounts too small to justify writing a check to the customer, however, we need to give them the credit.

I appreciate any input on these issues.

Kay Wynter
TERRY WYNTER AUTO SERVICE CENTER
Ft Myers, FL

[fortknoxx]

Hello, I may be able to shed some light on your question.

part 1. For some reason any payment made that resulted in a credit with an invoice number, or any refund issued with an invoice number shows up as a credit amount on the Accounts Receivable Aging Summary forever when it was applied to an invoice. If it has been applied to an invoice it will not show up in balance due column, NOR on the balance due statements.

if you have a listing with the same amounts in the on account and balance statement with 0.00 in the aging columns. Some one has been applying credit on account through the update customer box on the customer screen.

credit bal and invoice balance.jpg (32.84 KiB) Viewed 7696 times

customer update box.jpg (36.61 KiB) Viewed 7696 times

Part 2. When a customer has a credit on account, to apply the credit to an invoice follow these steps. Have the invoice in the payment screen.

credit bal payment screen.jpg (98.47 KiB) Viewed 7696 times

[fortknoxx]

cont.

credit bal pay applied screen.jpg (84.04 KiB) Viewed 7696 times

this is what the payment history screen will look like

credit applied pay hist screen.jpg (81.41 KiB) Viewed 7696 times

I hope this is what you were looking for. If not please let me know.

[sbcauto]

I Have Had This Happen With Batch Payment Mine Shows Credit Amount in 61+ Days & Equal Amount In "on Account" Column Which Balance Each Other Out.
It Only Happens To About 10% Of My Accounts. In 5.9 It Would Happen After Each Update-I Would Call Support. They Would Dial In & Fix In No Time. Since The Move To 6.5 It Has Not Happened Near As Often. I Have Called Support & After About 1 Year I'm Still Waiting For The Fix???

[timbre4]

I Have Called Support & After About 1 Year I'm Still Waiting For The Fix???

Let's be clear; are you expecting a phone call about this or did they tell you it was being submitted as a bug fix for a future? If you feel they owe you a phone call, they may be completely unaware of this, given their daily volume.

[fortknoxx]

There is an issue. I just got off the phone with Kay. When she is in batch payment. She posts a payment larger than the invoice amount. The remainder goes in the "on acct" box. The problem is.....The credit does not go to the customer. It just disappears. The credit amount does not show up in the customer snap shot as a credit. Leaving her no way of knowing the customer has a credit on account.

Works as should on my 5.9 her system shows 0.00 credit

batch pay credit.jpg (90.48 KiB) Viewed 7653 times

[sbcauto]

Hey Tim, With Regards To Last Post. Support Took A Copy Of My Data Base. When I Checked Back A Week Or Two Later They Said They Set It To The Programers And They Would Be In Touch When They Could Fix it. I Can Only Assume They Are Still Working On It. Maybe On One Of The Up Coming Updates?
Thanks

[kwynter]

Thanks for the responses.

Concerning my first question....sounds like sbcauto is having the same issue with the Accounts Receivable Aging Summary. Hopefully, that will be fixed in 6.5 soon.

Concerning my second question....I have a further clarification. My original concern was that when posting a payment to an invoice that is in accounts receivable (previously posted invoice), and that payment is larger than the invoice amount the excess amount goes to On Account instead of creating a Credit as Tina shows in her most recent post. After working with this some, I have found a common denominator...if a payment is more than the invoice and there is only one invoice outstanding, a credit will be created. If there are multiple invoices open, a credit will not be created and the payment overage will go to On Account adjustment. The payment overage needs to create a credit because we don't always know how a customer would like the extra payment applied.

Thanks for the assistance.

Kay

[timbre4]

One problem I have is keeping track of the sheer number of fixes requested; don't worry they do get recorded into a system, I just don't have direct access to so I always have to check status with someone else.

The better news these days is that the new AutoUpdater greatly reduces the time it takes to deliver fixes to the field. I'm awaiting confirmation that support spoke to Kay and will work with that outcome to see where we are on this.

[kwynter]

I spoke to tech support this afternoon and we discussed the specific issue I described in my 9-11-2014 post. They tested this scenario in 5.9 and it created a credit with an overpayment of a particular invoice, which is correct. When this was done in SE, the On Account Adjustment was created as I had mentioned. A ticket has been written about this concern and he told me that unless there was a business reason for this arrangement, it will be fixed in a later update.

Thanks for all of your help.

Kay