User Support Forum

We are using PCP9 with WinXP Pro. We use the Accounts Receivable module for our school, but we don't use the rest of the Accounting modules.
Back when we were using PCP8, for some reason we would create a credit memo for the entire tuition, then create invoices for each month's tuition payment, and apply "credit" to each invoice as payments came in (don't ask me why, it seems too convoluted to me). Sometimes the school secretary would forget and apply a payment instead of the credit memo. Sometimes she forgot to create the month's invoice. These errors resulted in erroneous credit balances.
There are currently no open credit memos in the system; I have to conclude that they were all deleted, even if there was a credit balance. I also have a "payment" that was applied for the wrong year (2002 instead of 2005 - slip of the finger). All of these things have been posted from Receivables to Fund Accounting. Some have been posted in Fund Accounting and the month closed.
Is there any way to correct these old errors?

There isn't a way to post the corrections in Fund Accounting once months have been closed. You are able to post adjustments to the accounts in question here in your current or earliest open month.

On the Accounts Receivable side, you are able to issue positive OR negative credit memos to the customers in question. This isn't the prettiest fix.

Really, the only other option I know is to delete the old data out of the Accounts Receivable module. This however, does permanently delete the data. If you choose to take this route, make a backup first!

Thanks, Zorak, I was afraid that would be the case. I appreciate the info and warning!

The problem I have is that I have a few customers in Accounts Receivables with credit balances that need to be cleared but when I tried to apply a negative credit memo to these customers PowerChurch asks for an invoice number to apply the credit memo to and when I put in the original invoice number it says it does not exist. I have this problem with about 6 customers. The invoices are no longer available to do anything with but when I print out an account statement for these customers it still shows they have a credit balance. I would really like to be able to get rid of these; short of clearing old data from the system for everyone. Is there any way to clear old data from just a few customers?