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We have a customer that will pay multiple invoices with one check. They are in the habit of taking a credit (whether it was issued to them or not), and including that as part of the check. I am having trouble entering these payments because the total amount of the invoices paid exceeds the check amount, but I can't apply a credit memo in the payment application screen with the application to the invoices.
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Megan,
If you agree with the other two credits then you have to make those credit memos. If you do not agree then they really have not paid what you are showing as owing and that needs to be worked out outside the software. I would apply what they paid leaving unpaid balances until which time the issue was mutually agreed upon and then create the necessary credit memos and apply them. I would think you would have to handle it this way because you do not want to reduce revenue (with a credit memo) until which time you agree it should be reduced. If they are not paying for an invoice that they claim to have paid earlier, simply do not apply the new payment to that invoice leaving it open. Of course, this means that you cannot have this customer set up for auto-apply.
What sere you thinking you wanted to do with this situation?
In this particular instance, they list three credit memos - one of which actually exists, one of which they are using to argue part of an invoice that they haven't paid yet, and the last they are arguing an invoice that they have already paid. I cannot enter more than the payment amount in the Payment Application screen in the Payments Document, and with two of the "credits" that they are taking not actually existing... We are at a loss. This client tends to do this, so we need to figure it out.
Megan,
You should be able to apply a credit memo on the payment application screen (assuming that you first create the credit memo on the invoice screen (by changing the document type to credit memo) and releasing that batch. You have to complete the application of the payment and start a new document (not batch) and then switch the type to credit memo and use the PV list to select the credit memo.
If you are trying this and it is not working then provide some more details as to exactly what is happening. There are circumstances where a credit memo might not be available to apply.
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