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

[Adrien Monteleone]

Roger,

Glad to see you resolved the discrepancy. I too have had to resort to completely re-entering some transactions in a few cases. Thank you for documenting this for posterity.

Also, consider the utility of the Receivable Aging Report if you haven’t looked at it already. It can also show customers/amounts by how long they are past due, and you can sort the list by amount owed. (ascending or descending) Clicking the total owed brings up the Customer Report/Statement.

Regards,
Adrien

> On Sep 18, 2018, at 1:08 PM, Roger Oliver <roger at olivermx.net> wrote:
> 
> 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:
>  
> 	• Created a customer statement dated back to the earliest transactions for this customer
> 	• Unposted and reposted 4 invoices that were paid from a single advance payment
> 	• Deleted the advance payment 
> 	• Received the advance payment on the date originally paid to pay the first of the 4 invoices
> 	• Paid each of the remaining 3 invoices from the balance of the advance payment. 
> 	• 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