Customer Statement balance and amount outstanding differ (Accounts Hosted)
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[Deleted User]
Posts: 0 Novice Member 
My accounts receivables are out of balance. When i run a statement for a particular customer the ending balance and the amount outstanding differ by this amount. I can pinpoint the month when the balance goes out but cannot locate what has happened. I am running Accounts hosted Version 2014 R4. I have tried the transaction balances with status as either but need some help as to how to solve this one. cheers. Kathy
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Comments
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Hi Kathy,
Are you using negative amounts or quantities in the invoice lines?
You had asked a question previously regarding balances
https://community.reckon.com/reckon/topics/customer-credit-note-balance-differs
-IM
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Thanks for your prompt reply. We are livestock agents so pay the customers by adjustment notes. The information is imported with the income from sales less the expenses on separate lines. I will follow up on my previous reply (it didn't come up when i did a search in the community - probably my wording). Why would this happen randomly as we do this every day?0
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I have been through all the invoices and checked them. They appear to be correct. If i add all the invoices and credit memos on the statement they add up to the running balance. The balance at the bottom of the statement is incorrect.0
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Hi Kathy,
It has to have something to do with the accruals of the 30+ day increments.
Have you tried looking at the A/R report to see what is showing there?
Have you tried a different statement template in case it is corrupt?
In your preferences is your ageing set to transaction date or due date?
Kind regards,
Sally McIntosh (sally@samsolutions.com.au)
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I have printed reports and cross checked. It has to be the template as you say. I will check that next. Thanks for the suggestions.1
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I have redone the statement and it is still incorrect. grrrr... I was sure that would fix it. Any more suggestions??0
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Is it possible to rebuild the data for that debtor. All the others are correct from what I can see.0
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I am getting a bit annoyed that I can't even match the amounts due on the statement against the AR aging detail report. They dont match as per attached images. There must be some way for this to be able to be corrected. Can someone please help. I am getting a bit desperate.
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Kathy, have you tried doing a Find on that name in case it brings up a random transaction with that Customer name attached to it. I have encountered this scenario before but I can't for the life of me remember what the cause was sorry - hopefully it will come to me ?
Suzanne0 -
Hi Suzanne, thanks for the suggestion. I have tried finding the amount and the name. No luck. . I want to know how the amounts on the statement are made up. They are different from when you do the A/R ageing report.. Very frustrating....0
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So if you do a find on that amount does anything appear? Could there be a hidden job under the customer? I.e. a sub - customer? Sally0
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Kathy - did this file ever exist as a QuickBooks 08/09 file? if so, then there is probably a corrupt transaction.... but that aside - from the images you have put up - I think Sally is right, your report ageing is on a different basis to the statement ageing - you need to check your preferences... but what I would do is run an open balance report on that customer - or just zoom in on the customers total in the Ageing report - this will give a list of outstanding amounts - now compare each of these transactions with what you see on the statement - this will help you to narrow down where its different. I know you have said that you have run reports and checked, but not sure if you have run these same reports - focus on the open balance values and not just the original amount. Often something like this has to do with dates of payments and how they have been applied to invoices - could it be possible that there is a transaction for this customer that is dated in advance? Also when you are using adjustment notes and invoices where there are negative lines - if part payments are applied, this can cause issues with reporting of the remaining open balance.
Cheers
Linda
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Kathy, in my experience it could have something to do with the dates of your invoices & payments. What I sometimes find in clients data files is that they do an invoice accidentally for today's date (as an example) and then enter the payment as 31/03/15. This means they have pre-paid. It usually makes the A/R reports out of whack.
Could you have a look at what dates the invoices are and then what dates the payments are that match the particular invoice. You can go to an invoice & click HISTORY button up the top to check.
This may take a little time to troll through.
Regards, Robyn Kelly0 -
Thankyou LInda. I will check this out. It shouldn't be so darn hard!! Will let you know how I go. I appreciate your help.0
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Hi Robyn, will give this a whirl also and let you know how I go. I appreciated all your help.0
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Hi Sally, that amount doesn't appear if I do a find, unfortunately.0
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Hi All, Well I have finally got the bipping statement to agree. I unapplied all the credits for that period of time and it is now correct. No idea what the problem was but it is going to stay unapplied for a while. Thankyou all so much for your support. Hope I can repay the favour one day. Cheers, Kathy0
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