How do I cancel a payment in Accounts Receivable?

Question:

How do I cancel a payment in Accounts Receivable?

Resolution:

Have you run the cash receipts update? If not, Pg 48 in AR manual ENDING CASH RECEIPTS ENTRY will allow you to cancel the payment (please see below.)

When all payments have been made on an account, use F9=Review Paid to review only those invoices against which payments and/or write-offs have been made. See below.

ACCT# . : 000240 BENSON, BARBER & ASSOCIATES USER#: LISA
BANK# . : 1 CHASE MANHATTAN CHECK $: 18.230.25
CHECK # : 44 TOTAL $: 18,230.25
2=CHANGE PAYMENT, 4=CANCEL PAYMENT DISC $$: .00

INV# /SM# CD DATE GROSS$ DISC$ W/O$ P A I D $
4472/ 3 5/23/96 2,105.25 $ 2,105.25
4476/ 3 7/18/96 11,274.50 $ 11,274.50
4477/ 9 8/14/96 2,640.00 $ 2,640.00
4478/ 3 8/14/96 2,105.25 $ 2,105.25
4475/ 3 7/18/96 2,105.25 $ 2,000.00 105.25

If all the entries are correct, press F12 to return to the previous screen. If any errors are found, you may key a '4' to cancel the payment of a specific invoice#. This causes the cancel confirmation window to appear. Press F20 to confirm or F12 to return to the review screen. If confirmed, the TOTAL$ field is recalculated. If an error is found and you simply want to change the entry without canceling it, key a ‘2’ to change the payment. The following screen appears.

ENTER WRITE-OFFS

CUST# AND NAME INV# INV DATE DUE DATE
------------------------------------------------------------------------------------------
086510 BENSON & BARBER 4475 07/18/96 08/18/96

GROSS$ DISC$ PAID$ WRITE-OFF$ BALANCE
------------------------------------------------------------------------------------------
2105.25 105.25 2000.00

W/0# ADJUSTMENT TITLE AMOUNT$ D
051 ADVERTISING ALLOWNCE 2,000.00

You may change any of the data displayed here simply by moving the cursor to that field and changing the data. If you need to change the paid and/or discount amounts, key the new amount(s) and press ENTER for the system to recalculate the remaining balance, if any. If there is a write-off and you want to change the write-off amount, you must also change the paid amount, netting the invoice to a zero balance. You may NOT change the write-off code without canceling the transaction as previously described. It can then be re-entered correctly. When your changes have been made, press F20 to accept or F12 to return to the review screen without making any changes. When your review is complete, press F12 from the review screen to return to the entry screen. The system then displays a Check Verification screen for final approval. If it is in balance, press ENTER and proceed with the next entry. If it is not in balance, either review and correct your entries using F12, accept the out of balance transaction using F6, or key the correct check amount at the entered CHECK TOTAL$ field and press ENTER twice. Continue with the next customer. (Refer to the Check Verification sample screen shown under the High Speed Cash Receipts section.) When all transactions have been entered press F12 to go to a batch review screen or F3 to exit to the menu.