Invoice Reconciliation window allows the user to adjust the existing Customers' charges with the existing payments in Free Accounting.
- To make adjustments select Customers / Invoice Reconciliation from the Free Accounting Main Menu.
- Select the Customer from the drop-down list.
- Select the charge you want to adjust. Make all the necessary changes.
- Select the payment that is to be adjusted. Change the figures if it is needed according to the selected charge.
- Press the Reconcile button at the bottom of the window.
The Free Accounting Payments and Charges Reconciliation table is divided into two parts: Customer's Charges and Customer's Payments.
The Customer's Charges grid:
- Pay box is checked to select the charge we want to adjust.
- Customer - The unique Customer id.
- Invoice# - The number of the invoice.
- SO# - The number of the Sales Order.
- Date - The date the charge was made.
- Transaction - The description of the transaction.
- Charges$ - The amount of the charge.
- Adjust$ - The amount that is to be adjusted. When the user checks the 'Pay' check box on the current line the column Adjust $ will be equal to Open Amount$ by default. The user has the possibility to change the amount in order to specify how much of the Open amount will be adjusted. The column Adjust$ should not be less than 0 or more than Open Amount$.
- Term - The payment terms set in the Customer records.
- Discount - The amount, which we can set to subtract from the Customer's charge.
- Discount Reason - The reason why we give the discount to the Customer. If the user puts a value in the Discount column then he must also put some note in the 'Discount Reason'. When the grid is refreshed the so called 'Adjust$' and 'Discount' columns will contain 0. The 'Discount Reason' will be blank.
- Fin Chrg - Finance Charge.
- Total$ - The total amount of the charge.
- Open Amount$ - The open amount of the charge.
Spread Selected Payment box - This box is checked when it is necessary to adjust the Master Customer's payments against Child Customers' charges. To make this we need to transfer funds from Master Customer to Child Customer1 and to Child Customer2 (there can be more Child Customers) through 'Equity/Net worth' account.
So in this case it will be 2 pairs of journal entries in MTL:
Charge for Master Customer - Increasing Master Customer's Account Receivable
Payment for Child Customer1 - Decreasing Child Customer1's Account Receivable
Charge for Master Customer - Increasing Master Customer's Account Receivable
Payment for Child Customer2 - Decreasing Child Customer2's Account Receivable
The Customer's Payments grid:
- Select - It should be checked when you want to select payment for adjustment.
- Date - The date when the payment was made.
- Source Number - The check number.
- Transaction - The description of the transaction.
- Payment$ - The amount of the check.
- Adjust Now - The amount of the payment that is to be adjusted. The user has the ability to change this amount to specify the amount that will be adjusted. The column should not be less than 0 or more than Open Amount.
- Open Amount - The total amount that can be adjusted.
On the right of the screen there are fields that reflect the changes made in the tables:
Selected Payments, (+) Discount Allowed, (-) Selected Charges, (-) Fin Chrg and Balance.
Balance = Selected Payments + Discount Allowed - Selected Charges or
Balance = Selected Payments - Selected Charges - Fin Chrg
At the bottom of the page you can select an account which will be affected when a discount is given to the Customer.
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