[GNC] Disconnect between balance on client list and account statement

[Roger Oliver]

Adrien,

A challenge here is that the GnuCash I am using is in Spanish, that is the
accounting terms and reports and in Spanish so I’m guessing at what the
names are in English. I couldn’t figure out which report was the aging
report because of that. The best I can guess is the following:

Previsión de Clientes = Customer overview
Estado de cliente = Customer Report
Calendario de cobros pendientes = Receivable aging

This last may or may not be the receivable aging report. They are not in
the same order on the menu.

I tracked down an open invoice that had not been paid. Somehow in the
switch to GnuCash from Quicken we missed a payment. Posting a payment to a
current asset cash/checking account would have messed up those balances.
Nevertheless, that is what I did by accident.

I moved that payment elsewhere, to an income/returns account so it would
not effect the cash balances. That fixed the balance on the Customer
Overview but left a credit balance on the Customer Report. The calendario
de cobros pendients (Receivable aging?) report shows the customer with the
same credit balance as the Customer Report/Estado de Cliente even though
the Customer overview shows the correct balance.

I had tried this before with the same result. I even tried issuing a credit
note using it to pay the open invoice and got the same result. Either the
Customer Overview shows the correct balance or the Customer Report shows
the correct balance but I can’t get them to match. All the other customers
match. I’m missing something but can’t figure it out for the life of me.

Thanks for the effort,
Roger

Message: 8

Date: Tue, 14 Aug 2018 20:30:31 -0500

From: Adrien Monteleone <adrien.monteleone at lusfiber.net>

To: Gnucash Users <gnucash-user at gnucash.org>

Subject: Re: [GNC] Disconnect between balance on client list and account
statement

Message-ID: <91A3E255-86DA-47DB-92EE-528EC976BF17 at lusfiber.net>

Content-Type: text/plain;             charset=utf-8

I think this is fixable. You should not need to create a new customer
account.

By ?Customer Statement? I?m presuming you mean the ?Customer Report?
correct?

If so, change the dates to reflect the entire time she?s been a customer.
If everything is paid and there are no remaining pre-payments (deposits) it
should balance to zero. You can check for remaining deposits by trying to
Process Payment on her account. If any pre-payment still shows up, then it
has not been applied. (same with any invoices that show up)

Now, run a Reports > Business > Receivable Aging report. It should show she
has a zero balance. If not, double check the options to make sure the ?To?
date matches the end date of the Customer Report. (usually ?Today?) These
numbers *should* match what is shown on the Customer Overview Balance
column.

If when these dates match, you still have non-zero balances, then there are
one or more invoices posted for her that aren?t paid. You?ll have to track
them down. Do an invoice find with her as the customer and check them all
to make sure they are paid. (one possibility is you might have a duplicate
somewhere.)

If the balances are zero when the dates match, but non-zero when you extend
the ?to? past ?today? then you?ve posted a future invoice to her account
and your report option for the Aging Report (and possibly the overview does
this as well) is set to that later date. She might be current ?today? but
based on what is posted, does (or will) owe $1500.

So the end result is there is likely a misapplied payment or not-applied
payment, or a future dated invoice. If you posted and un-posted an invoice,
it is possible the payment was not successfully re-applied and you need to
re-associate it to the proper invoice.

Regards,
Adrien



> On Aug 14, 2018, at 7:38 PM, <rmomxtx at gmail.com> <rmomxtx at gmail.com>
wrote:

>

> I have a customer who ended the last fiscal year (school year) with a zero

> balance owed but still shows owing $1500 in the customer overview but her

> statement shows zero balance. I use the customer overview to manage
overdue

> accounts by sorting according to the balance due. In her case it should be

> zero but isn't. If I give her a credit note the customer overview will
show

> the correct amount but the statement will be off by the same amount. She

> paid ahead last year and I posted the total amount she paid against the

> invoice due at that time leaving a balance in her favor. I paid each

> following invoice with the credit balance. In every other case this works

> perfectly.

>

>

>

> I can't find where the error is or how to correct it.  If I can't figure
out

> how to correct it, one option is to deactivate her customer account
attached

> to last year's invoices and create a new account for her and start all
over

> this year.