The formula for a balanced receivables account is (Unapplied + paid = deposits) or (paid records = payments).
For an account to be in balance the paid records must match the payments. So first we must understand what makes up the paid records.
The paid records are made up of any amounts in the unapplied column on the R screen and the total transaction on the P. Screen. The payments are the actual checks or cash applied to the account and are the total of the transactions on the D. Screen.So for an account to be in balance the paid records (unapplied on R screen+ P screen) must = the payments (D screen).
AMENDING INVOICESAmending Invoices should be used with extreme caution. Remember that if you credit a customer's accounts correctly and keep up to date on your deposits you should never have to come in here and make any corrections. The only correction you should ever have to make in here is to auto balance the account if the records did not move back over to the (R) screen when an ROA was deleted from the deposit screen.
The majority of our customers who struggle is in this area move records from screen to screen, delete transactions off the screen and change amounts.
TRANSACTIONS (Audit Trail) The transaction audit trail is the first place you will want to check if you have an account out of balance. You will first be asked if the report is to be Printed or Screened. Normally you will want to screen all these reports before you print them. X exits this area.This Transaction/Audit Trail displays the charges and credits of an account. The amounts showing in the charge column may be either "R" or "P" records. The credit column shows only payments made on the account. These totals should verify with the totals on the "D" Deposit screen of the customers account.
The audit trail screen cannot be amended. If there is a problem with an account, it is caused from the records listed with the "R", "P" or "D" screens.
If you are having a problem balancing a customer's account you will want to print the audit trail. Once you have printed the audit trail grab some colored highlighters. The next step is to match the invoices to the payment that actually paid it. When you are done the Invoices that are not marked are the only Invoices that should be on the (R) screen.