I know how important it is to understand these unexpected balances in your accounts, Crescere. I'm here to help you sort this out.
When your accounts receivable shows a negative balance, several factors could be causing this:
- Payment wasn't applied to an open invoice, leaving it as a standalone credit.
- A duplicate payment has been recorded.
- Your customer paid more than the invoice total.
To resolve this, run the Customer Balance Detail report to review all invoices, payments, and credits associated with the account. This will allow you to determine if outstanding payments need to be linked to invoices or if any credits should be addressed, ensuring the account reflects the correct balance.
To do so, here's how:
- Go to Reports, then search for the Customer Balance Detail report.
- Set it in the correct report period.
- Once done, review all the transactions in the report.
At the same time, the balance you see in your Undeposited Funds account indicates that a payment has been recorded as received but has not yet been deposited into your bank account.
To address this, please follow the steps below:
- On the Banking menu, select Make Deposits.
- In the Payments to Deposit window, choose the payments you want to group together, then click OK.
- In the Make Deposits window, choose the account where you want the deposit to be recorded from the Deposit to dropdown menu.
- Verify the total deposit amount. Ensure the account and selected payments align with the deposit slip from your bank.
- Input the date of the deposit made at your bank.
- Once finished, click Save & Close.
If you have other concerns or questions, feel free to comment them below.
