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Velles

Can't apply outstanding prepaid amount to clear account?

Posted By

We had been given prepaid deposits from clients on a couple of orders.  I have $0.60 left on one acct and $5.20 on another.  Our accountant wants me to move these amounts from the prepaid acct to our A/R acct.  So I was planning on creating Invs for these two outstanding amounts as J/E and using the A/R acct in the invs.  Then my plan was to create a receipt for these invs thus canceling out everything that way.  When I attempt to create the receipt I get an error message saying the amounts are equal??  I don't get this as I have the $0.60 J/E Inv and then the -$.060 left from the deposit.  I don't get why I can't do this as the amounts cancel each other out? 

In the past the accountant has just got me to create J/E to fix these things, but I don't like this as the way she does it doesn't address the amt in the actual client accts and so it still looks like there are cr in the client acct.  

If the way I described doing it above doesn't work can someone suggest a better way of dealing with this.

thanks in advance.

  • 0
    If there is an outstanding invoice in the customers A/R record, from the Receipts module apply the prepayment against the unpaid invoice. If there are no unpaid invoices then create an invoice for the customer and apply the payment. If you apply the prepayment against an existing unpaid invoice advise the customer so they can reduce their payment by the appropriate amount.
  • 0 in reply to Alwyn
    thanks Clyde. I figured it out by fluke. I guess at some point I needed to post something to the prepay acct and so had to unlink it and forgot to link it again. So since it wasn't linked it wasn't allowing me to create any receipt that was linked to the prepay acct.
  • 0 in reply to Velles
    Thank you, Velles, for letting the forum know the solution that solved your concerns. Forgetting to re-link an account is just one of the many reason to never unlink account unless it is the last resort. I have found that there is always a way to work around issues and let the program maintain its integrity between the ledgers and sub-ledgers.
    When you have another situation causing concern you know where you can get answers, or at least a clue to help you resolve the issue yourself.
  • 0 in reply to Alwyn
    The only reason I have to unlink that account is if for some reason if I need to create a J/E using that account it is doesn't show as an option as it is linked. So the only way I can post to that account is by unlinking it unless you know another way to do this?
  • 0 in reply to Velles
    The account is linked to maintain the integrity of your A/R module. I would suggest that if you have been un-linking and re-linking this account the integrity should be questioned. From the home screen click on Maintenance and in the drop-down menu click on Check Data Integrity. This screen will show you if the Data is ok and if not it will advise as to which module is out of balance.
    As stated earlier there should be no reason to un-link an account. All items in the Prepayment Account are related to a customer and should be dealt with through the A/R Module. Your response to the integrity should prove interesting.

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