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Last modified on 12/29/2015 2:28 PM by User.

Cleared AR Invoices, DM, CM & Payments

It is possible to review AR Invoices and other documents that have been ‘cleared’ from the AR Open Items (Task 18), as long as they were cleared using the: Clear Paid Inv.’s From A/R Open program (found in A/R, Task 32 - System Management Functions, Sub-task 4), during the normal month-end procedures. 

 

Note:  If they were cleared using AR Open Items (Task 18), Erase Selected Open-Item Records (Sub-task 5), they are gone from the system forever.  NEVER USE: Erase Selected Open-Item Records.

 

To see or print a report from the Cleared A/R History, go to:

  • Accounts Receivable (Module 2)
    • Cleared A/R History (Task 24)
      • Print Paid History-Records (Sub-task 4)

§         Make selections on printer screen

§         Please enter – starting & ending batch number

§         Please enter – starting & ending customer #

§         Please enter – starting & ending document date

§         Please enter – starting & ending check #

§         Please enter customer types to print:

§         Print report by 1) apply-to number/document type

§         Or 2) customer number/document date/division number

 

There are various reasons to print cleared records from the A/R Cleared history.   Here are 2 examples.

 

Example 1: Customer calls and states they received your statement and said they already paid invoice #12345, but they don’t have a check # or when they paid it.  Go into the Cleared A/R History, Subtask #4 - Print Paid History-Records

  • Make selections on printer screen
  • ALL batch #’s
  • Type in customer #
  • All dates
  • All check #’s
  • All customer types
  • Print report by: 1) apply-to number/document type
  • Type in the invoice number for the beginning & ending apply-to number
  • All document types

The report should show the invoice and everything applied to it….payments, credit memos

 

Example 2:  You need to see the activity on a customer’s account for 01/01/xx through 06/30/xx.  Go into the Cleared A/R History, Subtask #4 - Print Paid History-Records

 

 

  • Make selections on printer screen
  • ALL batch #’s
  • Type in customer #
  • Type starting date 01/01/xx & ending date 06/30/xx
  • All check #’s
  • All customer types
  • Print report by 1) apply-to number/document type
  • All apply to #’s
  • All document types
    • If the customer had an invoice dated 01/02/xx & it was paid on 02/04/xx, the invoice & payment will be together with a subtotal.
    • If the customer had payments in January 20xx applied to invoices dated in the prior year December, the payments will be on the report but not the invoices because the invoices are dated before the date range selected.  Although, the payments will show what they are applied to in the apply-to column.

 

Please see “Credit Memo – Backtracking Computer Generated CM” for another example of how to use the Cleared A/R History.

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Below are a few examples of Customer’s who use Open Item  and Balance Forward methods for their statements and what will happen after the “Clear Paid Inv.’s from A/R Open” program is run:

Customer with Open Item Statement:

  • Invoice #101 for $100.00
  • Payment for $100.00 applied to invoice #101
  • Invoice #102 for $150.00
  • Payment for $99.99 applied to invoice #102
  • Invoice #103 for $75.00
  • Credit Memo #452 for $75.00 applied to nothing

What will happen after “Clear Paid Inv’s from A/R Open” is processed -

  • 1. Invoice #101 and the payment that is applied to it will be cleared away and transferred into Cleared A/R History (Task 24). 
  • 2. Invoice #102 for $150.00 and the payment for $99.99 applied to it will stay on the customer’s account until another payment is received or a credit memo for $50.01 is applied to it.
  • 3. Invoice #103 for $75.00 will stay on the customer’s account until credit memo #452 for $75.00 is applied to it.

In order for anything (invoice or credit memo) to be cleared, it must be applied correctly, and must equal zero.

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Note: if a customer uses the “Balance Forward” method for their statement, the following will happen:

·         Invoices, Debit Memos and Finance Charges are not applied to anything.

·         Payments and Credit Memos are automatically applied to the oldest documents.

 

Example #1 – Customer with Balance Forward Statement:

  • Invoice #101 dated 05/01/xx for $100.00
  • Invoice #102 dated 10/01/xx for $ 75.00
  • Payment received on 07/01/xx for $75.00
  • Credit Memo #123 created on 10/30/xx for $100.00

What will happen after “Clear Paid Inv’s from A/R Open” is processed:  The customer would have nothing in A/R Open (Task 18) because the computer automatically applies to the oldest invoices and creates a debit or credit memo for the difference.

Example #2 – Customer with Balance Forward Statement:

  • Invoice # 105 dated 05/01/xx for $100.00
  • Payment received on 05/02/xx for - $99.99

What will happen after “Clear Paid Inv’s from A/R Open” is processed: The customer would have a computer-generated debit memo for $.01 on his account. The invoice and payment would be cleared away and in the Cleared A/R History (Task 24).

Example #3 – Customer with Balance Forward Statement:

  • Invoice #101 05/01/xx for $45.00
  • Payment 05/02/xx for -50.00

What will happen after “Clear Paid Inv’s from A/R Open” is processed: The customer would have a computer-generated credit memo for $-5.00. The invoice and payment would be cleared away and in the Cleared A/R History (Task 24).