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

[rmomxtx at gmail.com]

Adrien,

 

In August I asked about a disconnect between the balance on the customer
overview and the balance on the customer statement. Your answer is below.
Just now getting around to fixing the problem. For your amazement and
amusement and for anyone else who encounters a similar problem, here are the
steps I took:

 

1.	Created a customer statement dated back to the earliest transactions
for this customer
2.	Unposted and reposted 4 invoices that were paid from a single
advance payment
3.	Deleted the advance payment 
4.	Received the advance payment on the date originally paid to pay the
first of the 4 invoices
5.	Paid each of the remaining 3 invoices from the balance of the
advance payment. 
6.	Created an invoice missing from June and paid it with the remaining
balance. 

 

Now the balances on the customer overview and the customer statement match.
I use the customer overview to follow up on late payments by sorting on the
amount due so it is helpful that the balances on the statement and on the
customer overview match.

 

Thanks again,

Roger

 

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