Accounts Receivable - Frequently Asked Questions
This topic lists the questions and answers to the most frequently asks questions.
Frequently Asked Questions for Accounts Receivable
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Why am I am not getting all the detail when printing statements?
Ensure you are entering a date range from the last date you printed statements. Only transactions that occurred in the date range specified show as a line item. All others are in balance forward.
Finance charges do not get posted to QuickBooks until they are paid. This allows you to delete finance charges in R.O. Writer without requiring an adjustment to be made in QuickBooks.
Why doesn't the customer show up in the list when I charge a repair order to a third party but want to bill the customer?
The customer does not have an open Accounts Receivable account. Before you can charge to a third party, that customer must be edited and the Open Account box checked.
Why were finance charges added to the statements I printed?
Finance charges are calculated based on the last invoice date and the date the statement is printed. If that date range is less than 30 days, the computer does not calculate finance charges. For finance charges to be calculated correctly, do not print statements less than 30 days apart.
For more information on how finance charges are calculated, click the following link: Aging and Finance Charges.
Why are some customers not showing up when I print monthly statements?
Edit the customer's account in the Accounts Receivable module under Editing Customer Accounts. Ensure the customer's account is set up for a monthly billing period and then double-click each charge to make sure they are also set up for a monthly billing period.
Why are past due accounts showing up on the current Accounts Receivable Aging report?
Click the Setup button in the Accounts Receivable module and check the settings for Aging charges.
- If you age charges based on the date of the first statement, statements must be printed for the accounts to age.
- If you do not print statements or age based on the date the repair order was finalized, change this option to age charges based on the date of the charge.
Why are Accounts Receivable Statements printing $0.00 balances and/or Accounts Receivable Aging report printing $0.00 balances?
If statements print or customers show up on the Aging Report and their balance is $0.00, the following may have happened:
- There is a charge on their account for a $0.00 amount. Click the Edit Accounts button and enter the customer’s name. Double-click on the $0.00 charge and click the Delete button.
OR
- There are two charges: one positive and another negative (credit) for the same amount, so they balance each other out.
To resolve your offsetting charges and apply the credit towards the open charge,
- Post a payment and leave the amount of the payment at $0.00.
- Double-click on each of the charges that offset each other and enter the amount to pay equal to the credit amount.
- After the Allocated Payments is $0.00 and the Payment Balance is $0.00, click the Post Payment button.
This will show credit taken, get rid of the charges, and will no longer show on the Aging Report as $0.00.
TIP: Always watch the Payment Balance total. Click the Post Payment or Post & Continue button only when the amount is $0.00 unless the customer did, in fact, overpay. If so, leave the overpayment amount as a credit on their account.
How can I delete a payment I posted?
Use the rollback feature detailed in Edit Accounts.
How do I post credits or write-offs?
For details, click the following link: Posting Credits and Write-Off Accounts.
Will the Accounts Receivable Statements work with a window envelope?
The Accounts Receivable statements work with a standard #10 window envelope.