Credit Memo Help

[ngaham]

Hi,
I am billing for our church school using the AR module. I've had a few accounts that have overpaid their balance resulting in a credit memo. Each month I mail out the Account Statement report to everyone to show their account balance as well as the monthly invoices for tuition. I just noticed that the accounts that overpaid still have a credit memo available when I check the Maintain Customers screen. The Account Statement report shows that that money was already applied to invoices so I assumed I didn't need to do anything behind the scenes. Is there something I am not understanding or doing correctly?

[NeilZ]

Hi,
I am billing for our church school using the AR module. I've had a few accounts that have overpaid their balance resulting in a credit memo. Each month I mail out the Account Statement report to everyone to show their account balance as well as the monthly invoices for tuition. I just noticed that the accounts that overpaid still have a credit memo available when I check the Maintain Customers screen. The Account Statement report shows that that money was already applied to invoices so I assumed I didn't need to do anything behind the scenes. Is there something I am not understanding or doing correctly?

Yes .. I'm assuming your using v12: you need to go into the Maintain Credit Memos function and APPLY the credit memo against the open invoices.

This is cut and pasted from the F1 help screen for the Maintain Credit Memos screen:

Applying a credit memo to an invoice is very similar to applying a payment. Go to Accounting > Accounts Receivable > Maintain Customers. Click on the Credit Memos tab.

To apply a credit memo:

1.Select a credit memo from the list, then click checkmark Apply Credit Memo button. The grid shows a list of invoice items for this customer with unpaid balances.

2.Enter the following information:

·Apply Date. Defaults to today's date, but you can change the date, if necessary.

·Amount. Enter the amount of credit to be applied to each invoice item.

3.Click the add Add Line or delete Delete Line buttons as necessary. You can add a blank line here, fill in the required information for the invoice and items, and PowerChurch will automatically add an invoice for you.

4.Click Save when finished, or Cancel to exit without saving changes.

[ngaham]

Neil,
Thanks for the quick reply as always. The confusion I guess is coming from the Account Statement reporting. It shows that the credit balance is applied to the next invoice already.

[ngaham]

I went in and applied the credit balances, but it is very confusing how it is displayed on the Account Statement report. For example here is what one account statement says:

02/01/2019 Invoice 48 Amount : 390.00 Balance: -165.00
02/22/2019 Invoice 50 Amount: 150.00 Balance: -15.00
02/22/2019 Credit Applied Invoice 48 150.00 Invoice 50 150.00
02/22/2019 Creidt applied to invoice 50 for $145 Balance -15.00

Current Blance as of 02/22/2019: -15.00

This specific Customer had two credit balances showing. One for $205 and one for $160.00

[NeilZ]

I went in and applied the credit balances, but it is very confusing how it is displayed on the Account Statement report. For example here is what one account statement says:

02/01/2019 Invoice 48 Amount : 390.00 Balance: -165.00
02/22/2019 Invoice 50 Amount: 150.00 Balance: -15.00
02/22/2019 Credit Applied Invoice 48 150.00 Invoice 50 150.00
02/22/2019 Creidt applied to invoice 50 for $145 Balance -15.00

Current Blance as of 02/22/2019: -15.00

This specific Customer had two credit balances showing. One for $205 and one for $160.00

I don't use the AR function that often, so I can't be of much help here. I'll flag this for one of the techs, but you won't see an answer before Monday at the earliest.

[Zorak]

It's probably best that you speak with a technician by phone about this so we can get some more information from you. Please give us a call at (800) 486-1800. We are available from 9AM to 6PM Eastern, Monday through Friday.

[NeilZ]

ngaham - if you find out anything from the conversation with the techs, please post it here so we have that information for any future questions along these lines.