Scenario:
The user tried to remove a customer balance $20 using a manually created journal. However, upon saving the Journal, the balance remains unchanged.
Solution:
When using a manual journal entry to offset a customer balance, the system requires a reference to the customer in order to apply the amount correctly. If the Name field column in the journal line is left blank or does not reference the appropriate customer, the system cannot associate the transaction with the customer record, and therefore the balance will remain.
To ensure that the journal entry properly offsets the customer balance, verify that the Customer's name is entered in the Name field column on the journal line. This links the amount directly to the corresponding customer in the system.
Steps to update the Journal Entry:
- Edit the specific Journal
- Under the Lines tab, select the Customer in the Name field column
- Click Save
This will allow the system to correctly associate the journal amount with the customer record.
If the goal is to remove these balances from customer reports, such as the A/R Aging, users may also complete the process through the Customer Payment form.
Steps to apply the journal to the customer record:
- Navigate to Transactions > Customers > Accept Customer Payments
- Select the appropriate Customer and A/R Account
- Under the Apply tab > Invoices subtab, select the Deposit
- Under the Apply tab > Credits subtab, select the Journal
- Click Save
This process effectively applies the journal credit to the customer's open transactions, ensuring the balance is cleared and no longer appears on aging reports.
Hope this helped!
