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mfitzpatrick

Mystery Payments

SUGGESTED
Posted By

We have run into the following issue regarding a mystery payment. Essentially, a payment has been incorrectly applied to the Client’s invoice but we are unable to find the slip. Details are as follows”

 

  1. For the client, we needed to post a REFUND. 
  1. My office manager clicked on NEW PAYMENT, then entered the refund amount, then selected the client, then selected REFUND and saved the slip. 
  1. For whatever reason, this has resulted in an additional PAYMENT to be applied to the bill even though REFUND was ultimately selected. 
  1. This then results in the client’s credit balance increasing by the amount of the Refund. 
  1. This “Payment” cannot be deleted as the slip cannot be found. 

 

It appears as if don’t select the type of transaction first, it locks in the amount you typed in as a payment against the account even though the transaction had not been saved yet.

Has anyone else run into this and is there a way to find the non-existent slip? I would prefer to avoid having to do an A/R transaction which essentially zeros out the "Payment" with a slip describing this as being a billing program issue.

  • 0

    I would start by running a statement for the client. Under options check show distributions and include all invoices. Beyond that might run database verification but would like need to take a look at the database. 

  • 0

    Okay, I'm a little confused, so just trying to get clarification.

    A/R transactions like Payments and Refunds are in a different part of the program from Slips.  So your #5 above is confusing.

    As long as you have not approved the Payment/Refund, you should be able to delete it.

    As a general rule, I find it works better to choose the type of A/R transaction correctly before proceeding in the new A/R transaction window as changing the type will/can change what appears below that menu choice. (For example, Refunds can only be applied against an unapplied Payment amount.)

    You MAY need to rebuild the balance for that client after you clear out the faulty A/R transaction.  But always make sure you make a backup first (just in case.)

    Nancy Duhon, Esq.

    Duhon Technology Solutions, LLC

    Master Certified Consultant for Sage Timeslips

    Providing individual Consultations and Third Party Remote Desktop Support - including older/unsupported versions.

    [email protected]

    404-325-9779

    If you find my posts helpful, and would like to make a voluntary donation, you can do so at www.PayPal.Me/DuhonTech 

  • 0 in reply to Nancy Duhon

    That is the problem. It almost appears that TS is creating a temp file of the slip and then when the transaction type is changed from payment to refund, it gets corrupted and the slip cannot be found as a payment or a refund but still is being applied as a payment on the invoice. However, it is not showing as another payment slip on the invoice.

    My staff has told me that if the slip has the amount entered before selecting the transaction type, this is the result. 

    Will try data verification to see if that corrects anything. 

  • 0 in reply to mfitzpatrick
    SUGGESTED

    mfitzpatrick:

    Well, that may be.  I think the issue with a fix is that this is just not that common a thing.  So, it is NOT for example a FAQ kind of question.

    I would: 1) get everyone else out of the database, 2) make a really good backup and 3) see if a rebuild of the A/R balance helps.  4) Check immediately afterward and see if it did, and if it didn't, 5) immediately restore the backup. We'll have to try something else.

    Nancy Duhon, Esq.

    Duhon Technology Solutions, LLC

    Master Certified Consultant for Sage Timeslips

    Providing individual Consultations and Third Party Remote Desktop Support - including older/unsupported versions.

    [email protected]

    404-325-9779

    If you find my posts helpful, and would like to make a voluntary donation, you can do so at www.PayPal.Me/DuhonTech 

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