Troubleshooting AR Balances Webinar (55m27s)

Webinar

Learn how to find and fix balancing issues. [MP4]

How do I post transactions to the General Ledger? (at time marker 00m11s)

Learn how choosing cash or accrual update method changes the way Accounts Receivable updates transactions to General Ledger.

Which reports do I need to print? (at time marker 01m41s)

Accounts Receivable by Category Report - by Customer Number. Formatting the report to make it easier to read.

How do I set up a master category? (at time marker 04m48s)

Use master categories to group together categories by fund. You'll need to match the master category to the GL account on every category.

How do I print the Accounts Receivable by Category Report by master category? (at time marker 7m54s)

How do I compare the Accounts Receivable by Category Report to the General Ledger? (at time marker9m34s)

Use the Categories in the General Ledger to generate a report by account numbers. You'll need to set up each category to include all of the accounts in the category. Then, you'll print the Category Balance Report. The balances on the Category Balance Report from the General Ledger should match the balances on the Accounts Receivable by Category Report from the Accounts Receivable app.

What do I do if the balances are different on the Accounts Receivable by Category Report and the Category Balance Report? (at time marker 12m46s)

To begin troubleshooting, start by running Checkout to track down errors and transactions that have not been updated to the General Ledger. You can save time by deselecting the options to Only Include Transactions Since and Verify Statement Balances.

Why is an invoice overpaid? (at time marker 16m07s)

Use Inquiry to track down an overpaid invoice. You need to find out what's going on. Is there a credit balance? Is there a final payment? How was it applied? Does the payment belong to this account? Were payments updated twice from Cash Receipting? Are there any notes regarding the transaction? And so on.

How do I merge customers? (at time marker 20m07s)

Make a backup before you merge customers.

How do I fix a payment that belongs to a different customer? (at time marker 21m05s)

First, use Enter Payment Adjustments to reverse the payment. Be aware of the period when the payment was entered and if the period was closed. Second, use Enter Payments to enter the payment to the correct customer. Use the same period as the payment adjustment to enter the payment so the balances in General Ledger will net to zero.

How do I verify the issue was fixed? (at time marker 26m18s)

To verify the issue was fixed, run Checkout again. Set up the options exactly as you set them up before.

How do I verify the payment on an overpaid invoice has been applied? (at time marker 26m59s)

There are two reports that will help you. You can use the Aging Report and the Unapplied Transaction List to track down and verify payments.

Print the Aging Report because it will not group by master category but it will show you what's unpaid by customer. The Aging Report will show you the transactions that make up the grand total.

Print the Unapplied Transaction List because it will only show you credit memos and payments that have not been applied. You can set up the report to show the invoice detail.

How do I apply a payment? (at time marker 31m43s)

When you set up the Apply Payment options, make sure to select the right period.

How do I verify an unapplied payment was applied? (at time marker 33m40s)

Print the Unapplied Transaction List for the period that you're troubleshooting.

What's a credit memo? How does it work? (at time marker 33m57s)

A credit memo acts like a payment. You can set up the options to apply the credit memo to the invoice.

How do I apply a credit memo? (at time marker 36m29s)

Apply a credit memo to an invoice. The credit memo will reduce the invoice balance.

When would I issue a credit memo as a refund? (at time marker 37m12s)

For example, the organization bills a customer a $1000. Later, you discover that the organization overbilled the account. To fix it, you create a credit memo for the overbilled amount and then refund the credit memo. Now, the accounts payable clerk can issue a check for the overbilled amount.

How do I verify my changes? (at time marker 38m46s)

Print the Accounts Receivable by Category Report by master category. The changes that you have made will show up in the grand totals.

How do I update the General Ledger? (at time marker 39m58s)

Explains how to choose the GL posting period and how to set up the update options. Using a summary to make balancing cash easier. A page by page explanation of the GL Update Report.

How do I run Checkout to check for errors? (at time marker 43m11s)

Explains the errors that need to be fixed and the errors that you can ignore.

Which reports do I print after I run Checkout? (at time marker 44m15s)

In Accounts Receivable, print the Accounts Receivable by Category Report by master category. In General Ledger, print the Category Balance Report by accounts receivable category code (this is the report that you created and saved in How do I verify the payment on an overpaid invoice has been applied?) Check if the balances match on both reports.

Is there a way to review balances without printing reports? (at time marker 46m11s)

You can use Account Inquiry in the General Ledger app to review balances. You can use the Multiple Accounts to view category balances instead of printing the Accounts Receivable by Category Report. You can type in a group of account numbers to troubleshoot account balances.

Why can't I click on a report name? (at time marker 48m41s)

If you don't have user rights to print the report, the report name displays on the Reports menu but you can't run it. You'll need to work with your IT or app admin to update your user rights.

What is the Unpaid Invoice Report? When do I use it? (at time marker 49m38s)

Show paid and unpaid invoices for a date range.

Why are the controls different on the Unpaid Invoice Report? (at time marker 50m29s)

The Unpaid Invoice Report uses the new report controls. The report controls are part of the new report base that's more powerful and easier to use.

How do I save as or export a report using the new report controls? (at time marker 50m42s)

You can save reports as a PDF and export reports as a .csv file.

How do I use the drill-down capability on reports? (at time marker 53m10s)

When you preview a report and you move the mouse over the report, some of the fields may show as a highlighted field. The highlighted fields have drill-down capability.

Updated 25Oct2018