If you have any Customer Cards that are showing a balance, but that customer does not have any open invoices, it likely means that at some point in the past, a payment was applied as a finance charge and when it was noticed, only one of the finance charge entries was deleted before the payment was applied properly.
When a payment is accidentally applied as a finance charge, it makes 2 entries:
- one in the Sales Journal and
- one in the Receipts Journal.
If only the transaction from the Receipts Journal is deleted, the customer card will show a balance owed (even if they have no open invoices) and if only the entry from the Sales Journal is deleted, the customer card will show a credit balance in error. While you may not notice this on a day-to-day basis, when you send out invoices to your associates each month, this erroneous balance or credit will be reflected on their invoice (especially if you use the KW AR program!)
- If you are still in the month when the finance charge was accidentally recorded, you can simply locate whichever transaction is still in either the Sales or Receipts Journal and delete it.
- If you are in a subsequent period, locate the "rogue" transaction and please complete the following steps to correct your associate's card file:
- In AccountEdge, go to the Preferences > Security and check the box next to "Transactions CAN'T be Changed; They Must be Reversed"
- Open the transaction either in the Sales or Receipts Journal and select "Reverse Payment"
- This will create a journal entry for you that is exactly the opposite of the one made in error - Change the date to one in the current period and select OK
- Once this is completed, go back to Preferences > Security and UNCHECK the box next to "Transactions CAN'T be Changed; They Must be Reversed." If you check your customer card, they should now show a balance that is equal to any outstanding invoices or credits that they currently have.