Missing Invoice

[mbanas]

I created 5 invoices (invoice numbers 303-307) last year (2012) for this year's retreat and applied a credit to each invoice.

Now only 3 of the invoices are showing up in my open invoices list (305-307). 2 are missing (303 and 304). When I try to find them, I can't. If I run a Selected AR Items report then all 5 show up in a list. When I run an Individual Account Statement then it will show a credit to their name. But I don't know where the invoices have gone. Any ideas what happened to my 2 open invoices and how I can get them back?

Also, FYI, when I run an Individual Account Statement on their names then the 3 invoices that are still showing up in my open invoice list shows a balance due (as they should). But the 2 names that are missing from the open invoice list shows only their credit amount (no balance due - which is not accurate).

Any help is appreciated.
Susan

[JohnDMeyers]

Run a Selected Items report for All items for Last Year.

Are there any Payments shown that apply to the missing invoices?

[mbanas]

This is how it shows up in the report:

Inv. No Date Amount Type Name

303 12/11/2012 $100 Transfer K., Julie
304 12/11/2012 $100 Transfer B., Lee
305 10/29/2012 $300 Invoice E., Melissa
305 12/11/2012 $100 Transfer E., Melissa
306 10/29/2012 $300 Invoice G., Jen
306 12/11/2012 $100 Transfer G., Jen
307 10/29/2012 $300 Invoice K., Marji
307 12/11/2012 $100 Transfer K., Marji

So, it looks like the 2 "missing ones" don't show an invoice - they only show a transfer? When I created the invoices in October, 2012 - I am quite sure I made five (5) of them because I was being quite careful. I remember in proceeding months noticing the five (5) open invoices. I am not sure when it went down to three (3) or how that happened.

Susan

[JohnDMeyers]

A Transfer indicates that several things had to already have happened.

1) An over-payment was received
2) A Credit Memo was created for the over-payment amount
3) A Credit Transfer was made applying the over-payment to an Invoice

Did you do all that?

[mbanas]

Yes, I created an invoice last year for $300 (for an upcoming retreat in September of 2013). I created a credit memo for $100 (for an over-payment on last year's retreat in 2012). Then I applied the credit to the invoice I created for this year's retreat - which then showed each invoice showing a balance of $200. These 5 invoices have been sitting in my "open invoices" since I created the invoice in October 2012. Now there are only 3 showing up.

To the best of my recollection, that is how it transpired.

[JohnDMeyers]

And you are not able to run a statement on the "customers" for whom 303 and 304 were created?

Are you setting the date range correctly?

Another thing to try. Go into Fund Accounting and run an Account Activity on your income accounts that were affected by 303 and 304 and see if they were correctly posted.

[Tracy]

You have stumbled upon an elusive trouble spot in the program.

Please contact support to get this corrected.

[mbanas]

I ran an Individual Statement for the two people whose open invoices are missing (303 and 304) and compared it to the Individual Statement for the three people whose open invoices are still in place (305-307) and the difference between the two statements is that the ones that have the open invoices still in place show this:

Individual Statement run on one of the correct/open invoices still in place (305)

Date Description Amount Balance
10/29/2012 Invoice 305 300.00 300.00
12/11/2012 Credit Memo created -100.00
Credit applied to Inv 305 for 100.00 0.00 200.00

Individual Statement run on one of the incorrect/missing open invoices (303)

Date Description Amount Balance

12/11/2012 Credit Memo created -100.00
Credit applied to Inv 303 for 100.00 0.00 -100.00

So, the difference is the 1st one is not showing that Invoice 303 was created on 10/29/2012 (and yet it references Inv 303 for the credit applied on 12/11/2012). When I try to run any report to pull up that invoice (303 or 304) it comes up empty/non-existent.

So, any insight?

[JohnDMeyers]

Apparently, when the Credit Memo was created for 305, PowerChurch asks what you want to do with it, and one choice is to apply it to another invoice.

Apparently, you applied it 303 and "wiped out" invoice 303 (you paid it off is a better description).

[mbanas]

These invoices are for different individuals. Can you mistakenly apply one person's credit to another person's invoice without a PC system warning?

[JohnDMeyers]

No, you cannot for different individuals.

I go back to your print out, though. In order for there to be a Transfer, there first had to be a credit memo for that individual.

Look in Accounts Receivable / Setup / Maintain Credit Memos and see if anything in there gives you a clue.

I'm running out of ideas, myself.

[NeilZ]

Did you notice what Tracy said ???

He's the Lead Programmer for Powerchurch .. he says there seems to be a bug, and that you should contact Powerchurch support. Such a call has no charge. Just when you call, tell the person that answers that Tracy said on the Forum to call.

[JohnDMeyers]

I missed it. Had my head down trying to solve the unsolvable.

[NeilZ]

I missed it. Had my head down trying to solve the unsolvable.

Been there, done that

[mbanas]

I did see Tracy's comment...I emailed customer support. I did not know there was a phone number I could call. I will look for that and make the call! Thank you all so very much!
Susan