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jennifer123

Client funds payment not applied to bill

Posted By

Hi,

I have a client with a funds account set up to automatically pay any new charges when billed. The invoice was approved and the payment transaction was created. The client's fund account is reporting the correct balance, however the client's A/R list does not recognize the payment against the invoice. It shows the billed amount and the payment, but the balance still shows the billed amount. The bill and payment are now "undoable" in order for me to try to delete the transactions and apply the payment correctly. And since the payment wasn't applied to the invoice, I cannot reverse the payment either. I have run a Data Verification for both error checking and to rebuild the client's A/R balance but neither have done anything to correct the problem. Short of crediting the client and trying to reapply the payment separately, is there another way to correct this?

Thanks for your help.

  • 0

    What do you see when you double click on the payment in terms of applying it to an invoice? Does it show an application? or is it set to apply to a future invoice? Because the invoice above it does show Paid in Full all the way to the left.  So that is pretty odd.

    Nancy Duhon, Esq.

    Duhon Technology Solutions, LLC

    Master Certified Consultant for Sage Timeslips

    Providing individual Consultations and Third Party Remote Desktop Support - including older/unsupported versions.

    404-325-9779

    [email protected] 

  • 0 in reply to Nancy Duhon

    The Accounts Receivable Entry window shows that the payment was made against the invoice. See screen show below.

  • 0 in reply to jennifer123

    Okay, then I don't think it is a payment application issue.  

    My next suggestion would be to rebuild THAT PARTICULAR client's A/R balance, but you said you did that already?

    Nancy Duhon, Esq.

    Duhon Technology Solutions, LLC

    Master Certified Consultant for Sage Timeslips

    Providing individual Consultations and Third Party Remote Desktop Support - including older/unsupported versions.

    404-325-9779

    [email protected] 

  • 0 in reply to Nancy Duhon

    Hi Nancy,

    Yes, I already searched the forum for answers and tried to rebuild that client's A/R balance per other recommendations. But it still shows a balance on the A/R list and in reports, as well as when I create a new bill. But the A/R balance within the client's information window box and the client's fund balance are all correct. This has me stumped.

  • 0 in reply to jennifer123

    We might be able to "put the pieces together" in the back end. It is something I would want to test on a copy of the database as it is somewhat risky.

  • 0 in reply to Nancy Duhon

    The plot thickens. It looks like it may be a payment application issue. I decided to try and pull every "canned" report to see if any one of them pulled different or conflicting data. The "A/R Transaction Listing" report shows the payment, but applied to, what looks like, a corrupted invoice number.

    Is there a way to purge this entry in order to reapply the payment correctly?

  • 0 in reply to jennifer123

    This may or may not fix the problem but see if you can clear the applies on the payment and then apply it to the correct invoice.

  • 0 in reply to Terryr

    Nothing happens when I try to clear the applies.

    I also tried to create a bogus credit to offset the AR balance, but when I create a new invoice, the credit reduces the amount of the new bill rather than clearing out the AR balance.

    Going through and generating all conceivable reports, no where can I find in any of the system's reports does it show the client with an AR balance. It seems that it may only appear in the client's AR list window. Does just "ignoring" the corrupted entry pose any problems in the long run? Or do you think I should try to purge the transaction in some way?

    Thanks.

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