General Discussion Topics

[JZ]

Hello,

I have a quick question in regards to write offs in the AR Module.  I know it has the ability to set a write off amount for invoices but does it have the ability to write off Cash Receipt amounts?

For example:  Invoice is $10, Cash Receipt is $11.  Cash Receipt is applied to invoice.  Does it have the functionality to write off that extra $1 of Cash Receipt?

Thanks.

-JZ

[tbrasel]

It doesn't allow you to "write" off the over payment.  However, what you can try is to use a "negative" discount.  When you receive the $11 cash and select the $10 invoice, put -$1 in the discount line, and $11 in the payment applied line.  This will apply the payment and leave a $0 balance.  Keep in mind that this should hit the Discounts Taken account from the Customer Class.

Also, depending on which version you are on, you may have to enter the 1 then hit the minus key to toggle the sign.  Hitting the minus key and then keying the 1 may not work.  Just a quick note as I have seen some people get frustrated with the minus.

Hope this helps.

[JZ]

Awesome, thank you!

[JZ]

I tested the solution and during posting, it is throwing up an error related to "Balance + Payment is less than zero." error.

Seems like it is not taking into consideration the discount amount when it is trying to balance.

Any thoughts?

[JZ]

Basically it is taking the $11 cash receipt and applying it to the $10 invoice + the $1 discount.

Invoice Balance      $10

Discount  Applied  -$1

Payment Applied    $11

New Balance          $0

But it is only looking at the invoice balance - the payment applied and coming up with a negative amount when the batch is registered.

Is there a way around this?

Thanks.

[tbrasel]

I looks like 7.3 has some changes that cause this not to work.  I have used this extensively in 7.05 and 7.2.  I just tested in 7.3 and get the same error you get. 

Hopefully someone from Sage will see this and take a look.  I agree, there needs to be a way to write off .01 overpayment without having to do Memos.

I'll see if I can find another option and post the results.

[tbrasel]

OK.  Found a couple of ways around this, however, they may not be as pretty.

First is to leave a balance and unapplied cash then apply the two.  (May be just as easy to do the debit memo, but it's worth looking at.)

Following the same example as before with a few changes:

Payment                   $11

Invoice Balance      $10

Discount  Applied  -$1

Payment Applied    $10

New Balance          $1

This will leave a $1 balance on the invoice and $1 unapplied cash. 

Next, go into Apply Payments and Memos, enter the same invoice and apply the $1 of unapplied cash to the balance.

It's not as pretty as in the previous versions, but it saves a little time. 

The other option involves modifying the code to change the Balance-Payment check to include the discount.  This requires a modification from a programmer or partner.

Don't know if this helps or not.

Good Luck!

[JZ]

Hey tbrasel,

Thanks for all your insight on this issue.  I was thinking about modifying the stored procedure to change the negative balance check to include the discount but I was hoping I wouldn't have to do that.  But it seems that is the cleanest and easiest way.

I'm currently on 7.05 and upgrading to 7.3.  So, some more testing needs to be done... errrr...

-JZ

[rsisk101]

Which store procedure is doing the check? I'd like to look at the history to see if there was a reason for the validation being changed.

[tbrasel]

It's procedure   

sparValPmtAppl 

Let us know what you think and thanks!