Clearing a Customer negative balance after refunding in cash an overpayment.

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Peter_6481025
Peter_6481025 Member Posts: 14 ✭
edited December 2016 in Reckon Accounts (Desktop)
Scenario: received payments from customers who have paid an invoice twice or paid another invoice which is not ours. We have chosen to leave as credit and print adjustment note (might I add no credit number is added to document when printed)
Later, we have gone to banking and clicked write cheques. Money returned via cheque or EFT,this has been processed, month has been re-conciliated. But I find the credit still sitting under the customer. How can i marry these two transactions to remove the credit and to prevent minus figures appearing on my open invoices?

Product: Accounts Premier 2013 Retail.

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  • Zoe Rickard
    Zoe Rickard Member Posts: 20 ✭
    edited April 2016
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    Hi Peter, 

    When you clicked 'Write Cheques' and created the transaction to refund the customer, what account did you use in the transaction?

    You should have used your Accounts Receivable account. (Could be named Accounts Receivable or Trade Creditors for example).

    Once you have a 'Write Cheques' transaction made out to the customer, with your accounts receivable account selected, you will have two transactions you can marry together through Receive Payments. 

    Be careful when selecting your tax codes for the transactions, so as to appropriately record the movement. 

    Kind Regards, 

    Zoe
    e: zoe@calculation.com.au


  • Peter_6481025
    Peter_6481025 Member Posts: 14 ✭
    edited January 2015
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    Originally, the account used was most likely REFUNDS, but have since changed to Accounts Receivable, but yet has not rectified the problem.

    Originally, when the payment was received, the amounts were left on as a credit to the customers account. At a later date, the processed to generate the refund was carried out by "Write Cheque". At that time, the account associated to the refund was REFUNDS. Today as I try to clear these transactions, I had already changed them but the amount still appears as a credit.

    Let's say the amount is for $311 (as an example)

    Under customer centre, should I be seeing:

    Adjustment note  55555 Accounts Receivable (-$311)
    Cheque  2007 SunCorp (-$311)

    Would it be due to the adjustment note that a double up has occurred? Would you advise removing the adjustment note to correct the issue?


  • Zoe Rickard
    Zoe Rickard Member Posts: 20 ✭
    edited April 2016
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    *Trade Creditors should read Trade Receivables 
  • Zoe Rickard
    Zoe Rickard Member Posts: 20 ✭
    edited April 2016
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    The 'cheque' and 'adjustment note' should balance each other out. Once you go to Receive Payments and select the customer; you should see an entry where your invoices would normally appear for the amount of the 'cheque'. You can apply the available credit to that entry, to marry them together. 

    However, how did you record the deposit into the bank account? As the adjustment note would not have recorded the deposit to the bank account for reconciliation purposes. 

    Kind Regards, 

    Zoe
    e: zoe@calculation.com.au 
  • Peter_6481025
    Peter_6481025 Member Posts: 14 ✭
    edited January 2015
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    Under open invoices for a customer (as we have a few with this problem), they are showing a minus figure.

    Following your instructions, going to receive payments and select customer, there is nothing there as per your description.
  • Deb Williams - Accredited Partner
    Deb Williams - Accredited Partner Member Posts: 9 ✭
    edited December 2016
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    Hi Peter
    when you choose to leave it as a credit on the account, you don't need to create the adjustment note, as the customer is already in credit.  
    I think voiding the adjustment note should solve your problem.
    cheers
    Deb
    Reckon Accredited Consultant

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