A/R Invoices and Statements

When printing statements, is there any way to filter statements to only print those with a certain monetary balance?

You can suppress all statements with a balance under a specified monetary amount (Activities>Accounts Receivable>Customer Statements).

Why am I able to reuse invoice numbers?

The design of the software allows you to reuse invoice numbers, check numbers, and so on. This feature proves useful when you need to reissue a document or have multiple accounts.

I overbilled a customer. Then the customer overpaid based on my overbilling. I want to issue a refund check to the customer, and I want it to be reflected in A/R. Can I do this?

Yes, follow these steps:

  1. Start a new invoice session using the Transactions>Accounts Receivables>Enter A/R Invoices form.
  2. Use the same invoice number as the original invoice (where the overbilling occurred). Make the document amount zero. Use the same Customer ID. Make the following entries: credit the A/R account and debit the revenue, debit the A/R account and credit a liability account (all for the amount of the overbilling). The net transactions to A/R is 0.00, which should match your document amount.
  3. Post the invoice session (Activities>Manage Sessions>Post Transactions).
  4. Issue a check to the customer using the Activities>Check Writing>Write Checks form debiting the liability account that you used in step 2.
I want to bill just one customer, not a whole group. What can I do?

One-Time/Recurring Charges were designed to accommodate the need for invoicing one customer a special monetary amount.

  1. Select Activities>Accounts Receivable>Enter One-Time/Recurring Charges.
  2. Choose the appropriate customer, and select from "All Customers."
  3. Enter the charge.
  4. When you calculate the invoices, select the customers and then be sure to select "One-Time/Recurring Charges Only."
My invoices do not show a beginning balance. Shouldn't they?

No, an invoice shows only the current charges being billed to the customer. It is the purpose of the customer statement to show a history of charges and payments as well as balance information.

I have a coding error on an Accounts Receivable System Generated Invoice (ARS). What should be done?

If the session containing the invoice is unposted, you may correct it prior to posting using the Transactions>Accounts Receivable>Edit A/R Invoices form. If the invoice has already been posted, you can adjust it using the Transactions>Accounts Receivables>Enter A/R Invoices form. You will need to start a new session. Use the same invoice number and Customer ID to make an adjustment to the invoice.

Is it possible to reprint invoices?

Yes, A/R invoices can be reprinted using Activities>Accounts Receivable>Reprint Historical Invoices.

My invoices are not printing out correctly; the alignment is off. What can I do?

Install an alternate printer driver or reinstall the printer driver that you are using. Also, make sure that you have the most current driver for your operating system. Frequently, this is all that is required to correct a printing problem.