If a payment or prepayment is recorded then needs to be reversed (e.g. an NSF cheque from the customer), you reverse the pre/payment by using the Reverse Payments window. This allows you to retain the original deposit and add the reversal to the audit trail.
(Config C) When reversing pre/payments you have the option of dating the postings as of the original payment date, as of today, or as of a specific date.
Note
Reversed payments and prepayments - including the comment - will appear on the customer statement.
If you need to change only the Date, Location, Payment Type, Tracking/Cheque#, or Comment, you can edit the payment.
You can also delete the payment entirely if you don't want it to show on the customer's statement.
To reverse a payment
Click
the Customer Account toolbar button
and find the customer.
The Customer Account window opens.
The Customer Account window opens.
(payments can also be reversed from the AR Payments
window and prepayments from the Prepayment
Deposits window).
Click
on the Advanced task group to open it.
You need security permission to use advanced tasks.
Click
Reverse Payments.
The Reverse Payments window opens and
all payments dated in the last six months are listed.
The Prepayments box is checked for prepayment
deposits.
Note
Invoices & Interest Owing displays the total amount of money the customer owes for all chargeable items. Unapplied Credits displays the total amount of unapplied credits the customer has.
In
the Show all payments from boxes, optionally
change the start and end dates to display all the payments made during
that date range.
The default start date is six months prior to today’s date, and the
default end date is today’s date.
Click
Refresh List.
All payments made during the date range specified appear in the list.
From the Payment list, select the payment to reverse.
Tip
To view a Payment Receipt for a payment, select the payment from the list and click View Details.
Note
If a check box in the Is Refund? column is selected for a payment, then that payment was refunded. You can still reverse the refund.
In
the Comment box, enter comments about
the reversal for your own use.
These comments are printed on Payment Receipts.
(Config
C) Optionally change the Reverse Payment
Date.
It defaults to today.
Click
Reverse Payment.
A message appears indicating that all credits applied to the chargeable
items will be unapplied and any related postings will be reversed.
Click Yes to reverse the payment. Click No to return to the Reverse Payments window to select a different payment to reverse, if applicable.
(Config U, L,C) If you clicked Yes, a message appears: “Would you like to preview a payment receipt?”
Click
Yes to save, preview, and optionally
print the Payment Receipt.
Click No to finish saving.