Deposit and Payment Application Corrections FAQ

You entered a deposit for the wrong customer and applied it to the wrong invoice. For example, you entered a $100 deposit for customer A, but the deposit should be for customer B.

Enter a negative deposit (-$100) for the same customer, and re-apply it to the same invoice (if the invoice was closed, select Closed as the Status so the invoice appears in the grid). After you enter the negative deposit, make the positive deposit and application for the correct customer.

You entered a deposit for an incorrect amount (for example, $100 instead of $150) and applied it to an invoice.

Enter a negative deposit (-$100) for the incorrect amount, and reapply it to the original invoice (if the invoice was closed, select Closed as the Status so the invoice appears in the grid).

You entered a deposit, and applied it to many invoices. After the application was complete, you realized that it was incorrect.

When you double-click the deposit in the grid in Deposit Entry, the following message appears:

Payment applied in full and cannot be changed in Deposit Entry. Would you like to update items applied in A/R Resolution?

Click the Yes button to display Open Item Apply and Resolve for the customer and deposit that was applied in error. You may want to select Both as the Status (so that you can see all invoices previously applied), and then make the positive and negative adjustments necessary to affect the correct application.

You entered a deposit, applied incorrect amounts to many invoices, but posted the deposit and application.

Perform the following steps:

1. In Open Item Apply and Resolve, enter the customer.

2. Click the Show Data button in the ribbon, and undo what you applied. You will need to find the invoices to which you applied the incorrect amounts, enter a negative application for the amount you applied, and enter a positive amount for the invoice to which it should have gone. If you closed the invoice, select Closed as the Status, and click the Show Data button. You can then perform the negative application, select Open as the Status, and click the Show Data button to make the positive application to the correct invoice.

You entered a deposit (for example, for $100) and applied it to the wrong general ledger account.

Perform the following steps:

1. In Deposit Entry, enter a deposit for -100 (which will reverse what you last deposited, which went to the wrong account).

2. Select the Miscellaneous radio button.

3. Click the Add button. The Miscellaneous Payment window appears. Notice that -100 appears in the Balance to Apply field.

4. Enter the account to which the deposit was wrongly applied in the G/L Account field.

5. Enter -100 in the GL Amount field.

6. Click the Add button. 0.00 now appears in the Balance to Apply field.

7. Click the OK button.

8. Enter a new deposit and apply it to the correct general ledger account. When you post at the end of the day, you will reverse what you have done.

A customer bounces a check (for example, for $100) that was applied to an invoice (for $100) but you do not want to use Non Sufficient Funds Reverse Deposit Entry to record the transaction.

Back out the payment and open all the original invoices the payment was applied against. Perform the following steps:

1. Enter a negative deposit ($-100). This will reverse the deposit.

2. Click the Apply button.

3. If you closed the invoice, select Closed as the status in Payment Apply, and click the Show Data button in the ribbon.

4. Find the invoice you made the application against, and in the Apply Amt column, enter -100. The resolution balance displayed in the Resolution Balance field should now be 0.00. The open amount for that invoice now increases by $100. The invoice is now open for the original $100 for which it was opened.

You paid an invoice and created a chargeback for the wrong customer. For example, you applied payment to a $1000 invoice and created a $500 chargeback for customer A, but it should have been for customer B.

Make a reversing deposit in the opposite amount of the check. Perform the following steps:

1. In Deposit Entry, make a deposit for -1000 for the customer for which the deposit was made.

2. In Payment Apply, select Closed as the status, display the invoice, and in the Apply Amt column, enter -1000.

3. Display transactions with an Open status.

4. In Chargeback Entry, create a -$500 chargeback.

5. In Open Item Apply and Resolve, you should have a chargeback for $500 and -$500. You should be able to wash the two chargebacks together.

Now you can enter the payment and chargeback for the correct customer.

During payment application, a user accidentally selected the check box in the Apply As Is column when the payment was less than the invoice amount. Additionally, the invoice was already paid. The system correctly created a chargeback because the payment was less than the amount due (which should not occur). For example, a user applied a $10 deposit against an $860.40 invoice, and created a chargeback for $850.40.

To reopen the invoice and close out the chargeback, in Open Item Apply and Resolve, apply the chargeback as is. Display the closed status items (by selecting the Closed or Both radio button), and in the Apply Amt column for the invoice that was accidentally closed out, enter -850.40. This will reopen the original invoice in the amount less the $10 deposit that was made and it will close out the chargeback.

A deposit was made and posted to the general ledger. It was made for the wrong customer. A negative deposit was then made to reverse the deposit, but this deposit shows as an unapplied payment on the customer's account.

Perform the following steps:

1. Select the positive deposit in Deposit Entry, and click the Apply button. The Payment Apply window appears.

2. Select the Unapplied or On Account radio button in the upper-right of the Payment Apply window.

3. Click the OK button to approve the application. A warning message appears and verifies you want to make the application.

4. Click the Yes button.

5. Repeat steps 1 to 4 for the negative deposit.

6. In Payment Apply, enter the customer code and apply the positive and negative unapplied payment or on account transactions. These will wash, and will close off the customer's open accounts receivable amount.

A prepayment deposit was created for the wrong customer.

To balance out the incorrect prepayment, enter a negative prepayment deposit, so the sum of the negative prepayment and the original prepayment amounts equals zero. Leave the entire amount as an open prepayment, not linked to any order. You must make the negative deposit a prepayment deposit to ensure the correct general ledger accounts are impacted during posting. Apply the negative prepayment to the original deposit’s prepayment open items, effectively reversing and zeroing out the entire original deposit.