MV Software Knowledge Bas…  Modules»Accounts Receivable»Purged/Cleared A/R Records on …
  
Page Collections
Attributes
Hierarchy
  • RSS Feed

Last modified on 12/31/2015 11:26 AM by User.

Tags:
Purge, Clear, Record, customer, A/R, Account

Purged/Cleared A/R Records on Customer's Account

At month end when following the A/R Month End Balancing, Procedures and Reports document one of the procedures is to run the “Clear paid invoices from A/R open”.  This procedure takes transactions from the A/R module, A/R open items (Task 18), (if they are applied properly and equal zero), the transactions are cleared/purged from this file and moved to the Cleared A/R history (Task 24).  

 

This document explains how to put Cleared A/R history (Task 24) back on the customer’s account (or back into Task 18 A/R open items) without causing A/R to be out of balance.

 

NOTE: If this isn’t completed correctly it could cause A/R to be out of balance.  It is a good idea to tell everyone not to post anything, payments, invoices, credit memos, finance charges, etc… into A/R until this is completed.

 

Step 1 Notate the A/R total. After putting the Cleared A/R history back on the customer’s account you are going to check the A/R total value again to make sure it is still the same.

  • In Task #32: System Management Functions, Sub-task #1:Display Total Value of A/R Open, enter:
    • Starting date: Always use date 01/01/00.
    • Ending date: Use today’s date.
    • Include Retail Accounts? (Y/N): Defaults to N. Always answer Y for YES.
    • Date Basis:(1)Due/(2)Document: Use #2 Document.
    • Please enter - Starting division/Ending division: Enter key for ALL.
  • The A/R totals will then be calculated. The screen will show: sales value, payment value, credits value, finance charges, debits value, service value, refunds value, deposits value, and Total value. NOTE: The only one to be concerned with at this time is the Total Value.
  • Notate the Total Value. After putting the Cleared A/R history back on the customer’s account you are going to check the A/R total value again to make sure it is still the same.

 

Step 2

Notate the Customer’s A/R total. Go into A/R Customer account inquiry (Task 27).  Bring up the customer’s account & go to the customer’s detail screen.  Press the F9 key until the screen has “4. Aging info”.  This box should have the customer’s total. Notate the customer’s total.  After putting the Cleared A/R history back on the customer’s account you are going to check the customer’s total again to make sure it is still the same.

 

 

 

EXAMPLE:

Customer #100 ABC Electric sent check #12345 for $500.00 last month.  This check was applied to invoice #1011 for $400.00 & invoice #2034 for $50.00& $50.00 was left on the customer’s account unapplied. The 2 invoices & payments applied to them were cleared off of the customer’s account at month end. The customer now says they want you to apply the check to a different older invoice still on their account.

 

Step 3 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 batch #: Press enter key for ALL
      • Please enter – starting & ending customer #: Type in the customer #.
      • Please enter – starting customer master assigned salesperson #: Enter key for ALL
      • Please enter – starting customer master account admin #: Enter key for ALL
      • Please enter – starting document date: Enter key for ALL
      • Please enter – starting check #: Enter key for ALL (If you want to put everything from one check # back on an account type in the check #.)
      • Please enter customer types to print: Enter key for ALL
      • Print report by 1) apply-to number/document type
        • Please enter – starting & ending apply-to number: In this example type in the first invoice #1011 for the starting & ending apply to #. (If you want to put everything from one check # back on an account & you previously typed in the check #, press Enter key for all.)
        • Please enter – starting & ending document type: Enter key for ALL
        • Suppress detail records? NO
    • The cleared A/R history report should show the invoice and anything applied to it, i.e. payments & credit memos.
    • Print this report for each invoice needed to be back on the account.  In this example this report would be printed 2 times for apply to #1011 & 2034.
    • Printing this report is to make sure you know what will be put back onto the customer’s account.
    • If you want to put everything for one check # back on the customer’s account and you have the check # report; look at the APPLY column.  This is the # you will use in the next step.

NOTE: If putting many invoices back on the customer’s account, this report can be printed for one customer for a date range.  If the invoices needed back on the customer’s account are in the same year, maybe the report can be printed for 01/01/13 through 10/31/13, for ALL apply-to #’s.  Take the report and highlight the invoices needed back on the customer’s account.

 

 

STEP 4 Put the cleared A/R history back on the customer’s account.  This will need to be done multiple times for each invoice needed back on the customer’s account. In this example there are 2 invoices #1011 & 2034. So this procedure will need to be done 2 times, once for each invoice.

  •  Accounts Receivable (Module 2)
    • Cleared A/R History (Task 24)
      • Erase selected paid-history records (Sub-task 5)
        • Are you sure you want to erase old records? YES
        • Make selections on printer screen
        • Please enter – starting batch #: Press enter key for ALL
        • Please enter – starting & ending customer #: Type in the customer #.
        • Please enter – starting customer master assigned salesperson #: Enter key for ALL
        • Please enter – starting customer master account admin #: Enter key for ALL
        • Please enter – starting document date: Enter key for ALL
        • Add the purged records back into OPEN ITEMS Y/N?: Y

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

          • ​Please enter – starting & ending apply-to number: In this example type in the first invoice #1011 for the starting & ending apply to #.

          • If you want to put everything for one check # back on a customer’s account, for the beginning & ending apply-to number, type in the first APPLY # from the report printed in the previous step.  You will need to go through this step 4 separately for each apply #.  

        • ​Please enter – starting & ending document type: Enter key for ALL

        • Suppress detail records? NO

        • Print purged records? YES

        • The cleared A/R history report should show the invoice and anything applied to it, i.e. payments & credit memos.  This report MUST have a zero total. Everything on this report should now be back on the customer’s account.  Go through this step again for each invoice needed back on the customer’s account. 

 

 

STEP 5 Verify the customer’s account balance.  Go into A/R, Customer account inquiry (Task 27).  Bring up the customer’s account & go to the customer’s detail screen.  Press the F9 key until the screen has “4. Aging info”.  This box should have the customer’s total. The customer’s total should be the same as in STEP 2.  IF THE TOTAL ISN’T THE SAME AS IN STEP 2, STOP to figure out why.

STEP 6 Check the A/R total. 

In Task #32: System Management Functions, Sub-task #1:Display Total Value of A/R Open, enter:

  • Starting date: Always use date 01/01/00.
  • Ending date: Use today’s date.
  • Include Retail Accounts? (Y/N): Defaults to N. Always answer Y for YES.
  • Date Basis:(1)Due/(2)Document: Use #2 Document.
  • Please enter - Starting division/Ending division: Enter for ALL
  • The A/R totals will then be calculated. The screen will show: sales value, payment value, credits value, finance charges, debits value, service value, refunds value, deposits value, and Total value. NOTE: The only one to be concerned with at this time is the Total Value.
    • ​The total value MUST be the same as in STEP 1.  IF THE TOTAL VALUE DOESN’T MATCH STEP 1, STOP to figure out why.

 

STEP 7 Un-apply the payments.

The invoices & payments are on the customer’s account now.  The payments are still applied to the invoices. 

  • If the invoices are going to be unpaid or paid by something different you will need to up-apply the payments. 
  • If the payments are going to be applied to something different you will need to un-apply the payments.
    • You need the payment/credit document #’s.  They should be on the report from when you erased the cleared A/R history.  Take this report or one of the other reports and go to A/R Task 3 Change apply-to #’s. 
      • Type in the customer # & then the document # of the payment/credit & read the screen to follow the prompts.  The new apply to # is either zero or a new invoice #.  You can apply a payment/credit to only one document using Task 3 Change apply-to #’s. 
      • If you want to break up a payment/credit to be applied to multiple documents use A/R Task 2 Cash/receipts entry & editing, sub-task 1 Enter new, field 11 Apply credit Y or TAB & apply on the second screen.