Look into Setup  -> Settings -> Receivables -> Linked Account. What acct nbr is selected for prepaid sales/depostis?

The account is # 2460.  

Ok - here is the formula and perhaps you will be able to find out where you have missed posting - or misposted - something.

On the balance sheet you will have your Accounts Receivable total under Asset and your Prepaid Sales Deposits total under Liability. The difference between the two amounts will equal your aged summary listing that you will print off at the same date as the balance sheet.

Is this correct?

Example - A/R on bal sh is 2500.00, Prepaid Sales/Dep is 10,500.00, your aged listing of customers will show a total of negative 8000.00.

Is that what you are finding at your end?

I have never entered anything into the account for prepaid sales/deposits.  

That is why I think this is so weird.

The Balance Sheet Prepaid Sales/deposits is 0.

My Balance sheet A/R at June 30 is 24,168.49.

Client Aged O/S at June 30 is 23,858.33.   (We have a total of 195 clients active & inactive)

The difference is 310.16.

How do I find where this is?  There is no transaction for this specific amount.  It may be more than one.

ok - print off your detailed (not summary) A/R listing of all your customers but select 0 days so that all it shows are the outstanding items. At the bottom does it show something like:

Total unpaid amounts:

Total deposits/prepaid order:

Then Total outstanding:?

If so then the total deposits/prepaid order will be shown as 'Deposit' for each customer rather than as 'Payment'. You will be able to scroll thru the Aged Detailed Listing to pick out all the ones that says 'Deposit'. That total amount should equal to your 310.16.

.

I think I found it!   (What does that do, when you change the days to zero?)

There are 3 deposits entered under one client that they had sent us 3 extra payments.  There is no invoice.  I didn’t know how else to enter it, so I just entered it as a deposit.

How should I change it?  I’m really not sure how to do it.

Thanks so much!

Oh, I see, the detailed A/R would normally give you ALL invoices ever.  This only gives you outstanding invoices like the summary, but with detail.  

Oooooo.  I like this trick.

:) Yes, it is nice to see only detailed outstanding. Changing days to 30 days will show all the payments received from the customers in the last 30 days prior to the June30/14 (or whatever date you chose to look at the AR listing at)

Can you double click on the 3 deposits each and see how they were posted? Once the deposit receipt shows up then click on 'Report' at top of box then select 'Display Receipts Journal Entry'. That will show which account numbers were used. Can you tell me if one of the account nbr is 2460 Prepaid Sales/Deposits?

The accounts affected in the journal entry are 1010 Checking Bank Account, and 1020 Cash to be Deposited.  

Does this mean it is not what I am looking for?  The 3 deposits add up to 310.16 which is what the finish entering history report says I am out.

The summary of the client says

Total Unpaid invoices:  310.16

Total deposits/prepaid order: -310.16

That doesn't quite sound right as that means you debited bank account and credited Cash to be deposited.

Now that you have 2460 linked to receivables try doing an autoadjust and looking at the report for journal entry prior to posting it. It should read as a debit to either 1010 or 1020 and a credit to 2460 Prepaid. If it does then post it and do the same for the remaining 2 deposits.

After the 3 deposits have been autoadjusted then your data integrity should say ok as now you should have 310.16 showing in the 2460 Prepaid.

It worked!  I am now out of history mode!

Hallelujah!!!

You are amazing!

Thank you!   thank you!  thank you!

not amazing - just someone who has some experience and been at it for awhile. Glad to have helped you.