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This article applies to:

  • Product: Practice CS
  • Subject: Account grouping

Service charge generated for client with zero balance

  • Service charges are generated based on the outstanding balance of each individual invoice or debit memo, not whether the client has a current accounts receivable balance.
  • If a service charge is generated for a client whose ending A/R balance is zero, it is likely that there are receipts and/or credits that haven't been applied to this client's prior invoices and/or debit memos.
    • To verify this, open the client's dashboard and check the A/R Open Items portlet. There, you'll see all invoices and debit memos that aren't fully paid and receipts and credits that aren't fully applied.
  • If you have clients with unapplied receipts, the easiest way to resolve the issue is to use the "Apply All Open Credits" command in Receipt & Adjustment Entry.
    • This will check all prior invoices for all clients and, if any unapplied receipts exist for those clients, the system will automatically apply them. Credits will be applied to clients' oldest unpaid invoices first, moving forward chronologically until the receipts have been fully applied.
Do the following to apply receipts / credit memos for all clients automatically:
  1. Select
    Actions
     then
    Receipt & Adjustment Entry
    .
  2. Right-click the screen and then select
    Apply All Open Credits
    .
Alternatively, if you want to apply receipts / credit memos manually, and only for a single client:
  1. Select the receipt or credit in the
    A/R Open items
     portlet.
  2. The
    Receipts & Adjustments Entry
     screen the item was originally entered on will open with the transaction selected.
  3. Select
    Apply
     on the transaction to open the
    Applied Amounts
     screen.
  4. Enter the amount to apply to each invoice or debit memo in the applied column or select
    Auto Apply
     to automatically apply the receipt or credit to the invoices and debit memos, oldest first.
  5. Select
    OK
    .
  6. Select
    Back
     to return to the Client Dashboard.
  7. Repeat the above steps until all receipts and credits have been applied to all invoices and debit memos.
note
  • If the A/R Open Items portlet isn't on the Client Dashboard, you can add it by selecting
    Select Portlet
    , marking the checkbox for
    A/R Open Items
    , and then selecting
    OK
    . Reposition and resize the portlet as desired.
  • Alternately, you can print the Accounts Receivable Applications report.
    1. Set the Detail Line to Custom Date Range and enter the date range 01/01/1980 to [end date of your current period].
    2. Set the first filter to Client, method = Single, and enter the client's ID in the third field.
    3. Select
      Preview Selected
      .
    4. Note any items that have a positive value in the
      Open
       column.
    5. To apply any unapplied receipts or credits to unpaid invoices or debit memos, click on the receipt or credit in the report preview to open the Receipts and Adjustments entry screen and apply it to unpaid invoices and debit memos as described earlier.

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