Mystery Balance Due Amount

I have a client I've billed for years.  Looking back through their records, not once have I billed them for services in the amount of $1,500 (or a combination of more than one invoice to equal $1,500); however, this amount is showing as a balance due under the Accounts Receivable Listing for this client.  It is not showing up under the Aged A/R Balances report.  I have no idea where this unpaid balance is coming from.   The most recent invoice I generated at the beginning of August didn't even show a prior amount due....which it should have done if indeed the $1,500 was previously invoiced and not paid.    I considered issuing a credit on the account but this really shouldn't be needed.  I exited the software to see if it was a fluke but the $1,500 still shows up.  Any ideas on how to clear this "mystery" balance due amount? 

I am using Timeslips 2015 and find that there a several odd issues with this upgrade. 

Thank you for your time.

  • 0
    First thing to check is if there are unapplied payments or credits. Go to the AR transactions for the client and look at each payment and credit to see if anything shows as unapplied. If so, apply and then see if the problem still exists. If may be a combination of payments and credits so look through all.
    If that doesn't fix it then there may be a problem with the client that requires some repair, hopefully minor. That would require me to look at several reports and then attempt the repair.
  • 0 in reply to Caren2
    Thank you for your fast response. I did a print out of the A/R Transactions for this client dating back 10.5 years. All invoices issued show payment received (this client has always been a responsible/fast payer). The Grand Total at the end shows that the invoice total and the payment total agree. Plus, as I mentioned previously, this client was not showing up with a past due amount (or credit) on the aging.
  • 0 in reply to lahansen
    It is not necessarily about the payments equaling the invoicing. It is about those payments being APPLIED against the invoices. This is a separate thing than just receiving the payment.

    Caren is asking you to make sure that each payment was applied against the invoice that it paid. You can see this in the details of the payment at the bottom half of the screen.

    Hope this helps.

    Nancy Duhon, Esq.
    Master Certified Consultant for Timeslips,Certified Consultant for Amicus Attorney
    Duhon Technology Solutions, LLC
    a member of Certified Resources Network, LLC
    [email protected]
    404-325-9779
    Providing personalized local and remote online support for Amicus Attorney andTimeslips users for over 21 years. Available for private consultations, including older/unsupported versions.
  • 0 in reply to Nancy Duhon
    Can you be more specific? "bottom half of the screen" -- which screen? If you are referring to when I double-click on the payment it shows "fees paid", then yes, payments have been applied.

    Is there a report just for unapplied payments? Or something like it that might help?

    Another thing to mention is that the $1,500 hasn't shown up until now.....it has not been sitting there for months or even years.

    Thank you.
  • 0 in reply to lahansen
    When you are on a payment or credit transaction there is a box that shows unapplied amount. That is what we are referring to.
    You may need data repair
  • 0 in reply to Caren2
    Ok. Double-checked. Every payment has been applied. I will check into data repair. I appreciate the help.
  • 0 in reply to lahansen
    Did the data verification (looked for errors & rebuild accounts receivable balances). Found one error and the $1,500 is no longer showing up. I've used data verification in the past to look for errors with no luck but this time around it worked. Very thankful!
  • 0 in reply to lahansen
    lahansen:

    Glad to hear that worked for you, but I'd just like to mention a few points of caution to anyone else who may find this thread later and want to try your method.

    1) ALWAYS do a backup before you run a Data Verification. Sometimes it will attempt to "fix" something and make it worse. It is always a good idea to have a fall back position.

    2) Not sure from your post, but we always run the Data Verification with ONLY the Look for Errors option checked the first time. Then, based on any results, make a determination on what to do about the errors.

    3) If you feel the need to rebuild a client's A/R, that's fine, but I would not recommend rebuilding all of them. I only rebuild the one that is having trouble. Again, being overly broad with the fix could cause trouble somewhere else.

    Again, glad you were able to resolve your issue.

    Nancy Duhon, Esq.
    Master Certified Consultant for Timeslips,Certified Consultant for Amicus Attorney
    Duhon Technology Solutions, LLC
    a member of Certified Resources Network, LLC
    [email protected]
    404-325-9779
    Providing personalized local and remote online support for Amicus Attorney andTimeslips users for over 21 years. Available for private consultations, including older/unsupported versions.
  • 0 in reply to Nancy Duhon
    Good points. I did do a back up first, then the data verification, then the rebuild of the accounts receivable for just that one client. I had read on another forum thread about doing the last part cautiously so I did. I knew that what was going on with this clients' balances was an error of some sort.