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bgandy

Payment date entered as 2012 needs changing to 2013!

SOLVED
Posted By

On 5/6/13 a payment for a client invoice (dated 3/12/13) was entered in Timeslips, but the payment was accidentally dated 5/6/12.   This error was not discovered until yesterday when I was doing an audit of sales tax.  The problem is that another invoice had been created since that transaction.  As most people know, once a new invoice has been created, the previous invoice/payment is locked (no changes).  I am hoping that someone might have a suggestion.

I called tech support and was told to create a "fake, new" invoice and apply a new payment again with the correct date.  

Am I missing something?  Wouldn't that skew the client totals in the reports?!  It would mess up taxes and income reporting too.

I said that it would show up on the client's statement, and was told to use "white-out".

Then tech support told me that we could reset the database back to 5/6/13 to fix it.  We have over 20 employees making at least 10 entries every day in Timeslips.  Does anyone else see the obvious problem with resetting the data base to a time over a MONTH earlier.. and through a billing cycle??

Tech support told me that all they could do was offer solutions, but not fix problems.

Seriously?

There has GOT to be a better way to fix this type of problem besides fake invoices and white-out.  

  • 0
    verified answer

    Do a reverse payment and reverse the payment with the wrong date, use the same date you will use for the corrected payment. Then enter a new payment with the correct date. Run a bill for the client limiting the date range to just the date of the reverse payment and the payment. This will generate a bill for the client without any slips getting billed. When you run the next bill for the client they won't see the cleanup transactions.

  • 0 in reply to Caren2

    All I needed to do was reverse the wrong payment (reversed with wrong date so that they offset each other), and apply a new payment with the corrected date.  

    I did not have to run a new invoice.  When I generated a statement, it showed the payment and reversal, however I set a "start" date for the statement AFTER the reversal date and it produced a clean statement.

    That was a perfect solution.

  • 0 in reply to bgandy

    The reason Caren is suggesting that you run an invoice with only the two correcting transactions is so that those will get approved off and then you won't have to worry about them showing up on a future invoice and would obviate the need to enter date ranges at all when running future invoices for this client.

  • 0 in reply to Nancy Duhon

    When I tried to run an invoice, I got the message "No data was selected. Either there is no data available or the selection filters exclude all records."  

    There are no slips waiting to be billed.  I tried creating a "zero" billable slip, using the 5/6/2012 date but I was afraid that a new invoice would show up, even though backdated.  

    Unless there is a strong reason to create a new invoice, I am okay with just setting a date range when producing statements.  This client's work is complete and there will be no further billing on this matter anyway.

    Thanks again.

  • 0 in reply to bgandy

    Check your options on generate bills. See if you have it set to include clients who are paid in full.

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