Statement quirk

[Judy Jordan]

I am the administrator for a daycare...and have posted other problems previously.

When I print statements for our parent billing (Peachtree 2005), at the bottom of the statement is the Aged receivables block for 0-30, 30-60, etc.

A lot of the parents' accounts have negative dollar amounts in the blocks, which tells me that one of the previously employed "administrators" applied an over-abundance of receipts to particular invoices that were already paid. These negative dollar amount invoices also continue to show up in the 'Apply to Invoices' tab when I am posting payments for a customer/parent.

Is there a way to correct this? I realize it will probably entail manually 'unapplying' payments to invoices.

Conversely, is there a way to suppress the aging from printing on the statements completely?

Thanks!
Judy Jordan

[LauraG]

In most cases those credit also indicate that they paid money for which there was no invoice created. Typically the original inovice was for $200 and they paid $250. The correct method of recording the extra $50 is to record it on the "apply to revenues" tab. Many people just include the extra money on the "apply to invoice" tab causing the credits that you are seeing.

Assuming this extra $$ was for services rendered and not an overpayment/advance payment by the parent you need to create invoices for the income that has not been properly recorded. Then go into the Receipts task and apply the credits to the new invoice. This will clear the balances for you.

As for your statements always showing the aging info I don't see any option to turn this off. You could create a new template that excludes the aging section. Go into Reports>>A/R>>statements and highlight one. Right click the template name and select Design so that you can edit the bottom of the form. Save the template under a new name for future use.