Clear Unapplied A/R Account Balances

This option can be run at any time, but also run at month end. It is used to clear up any accounts where the charges and payments (or credits) sum to zero.
The accounts need to be cleared of these open (unapplied) invoices and payments, in order to prevent a statement from being printed for an account with a zero account balance.

This situation could happen in the following when a payment was received before the invoice had been entered or a payment was received, but it was unclear which invoices applied to it.
This program clears such invoices and payments within each currency.

Note: This utility is not available when the Reward Dollar feature is activated.
Refer to Reward Program for information on this feature.

The prompts are:

RE-SELECT LIST OF CUSTOMERS

Check this box to over-write any previous list of customers, with a fresh list of the accounts with Unapplied Balances that need to be cleared.
Only customers with a balance of zero for each currency code will be selected.

Uncheck this box to reproduce the list of customers that was previously generated, but not yet cleared.

DIVISION, "ALL" OR "SEL"

This field only applies if a new search is being initiated.

• Type ALL to include customers from all divisions in the resulting list.
• To generate the list for customers from a single division as assigned in Customer Information, leave this field blank for the Head Office Division, or enter a specific division code, or select a division from the drop-down list.
• Type SEL to select several specific divisions or divisions by customer region to include in the list, as outlined in Division Select By Region.

CUT-OFF DATE

This field only applies if a new search is being initiated.

Accept today's date or enter a preferred date.

Finished?

Click ACCEPT to generate the list or CANCEL to abort.

Resulting Customer List

The resulting list of customers with debit and credit documents that could be "cross-applied" is displayed with the customer number, name, and owning division.
A window is provided on the Account field to review the customer's account details.

Any customers that should not be cleared, should be deleted from the list.
Additional customers can be added to the list.

When finished click ACCEPT to process the customers remaining in the list, or CANCEL to abort.

CLEAR UNAPPLIED BALANCES

Confirmation is required to clear the balances for the eligible customers in the list.

Click YES to proceed to clear the balances and also to clear the queue.
Click NO to abort the process.

Posting Payments by Division:

Posting to the 'A/R Control Account' by division in the G/L can be activated company wide by the Activate G/L Posting By Division flag in the Support Application Parameters.
When this feature is activated and a payment is used to pay an invoice from a different division a posting adjustment is required to Debit the amount applied out of the "A/R Control Account" for the Division of the payment, and to Credit that amount into the "A/R Control Account" for the Division of the invoice.
This posting adjustment is completed the next time the Rental Journal Transaction Report is printed and posted from Daily Close 3: Post Invoices.
Note: When an invoice is "paid" by a credit invoice, no changes to divisional posting apply, as both invoices would have been posted to the relevant divisions.

Refer to Customer Payments for more details on how divisional postings apply to customer payments.