Invoice over multiple months/years - changing income account

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Posted on by Community Member Microsoft Employee

We are using our receivables to enter multi-year pledge receivables. Our CEO has changed the receivables account number that is going to be attached to the invoice. Is there a way to change this somehow on the back end so that every time we enter a payment, it hits the correct receivable account? Can an Admin do this? Otherwise you have to remember each time to change all of the account numbers. So far no one has remembered.

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Community Member Microsoft Employee on at

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RE: Invoice over multiple months/years - changing income account

Changing the customer class doesn't change the account number default from the original invoice, which is a bummer, because you now have to change it each time. It does change the default for all invoices created after the fact.
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Stuart Nottingham 1,170 on at

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RE: Invoice over multiple months/years - changing income account

I've tested this and I'm correct: the AR account debited at the time of invoice creation is the account credited at the time of payment receipt.

In your particular scenario, I think I'd create a Customer Class for these donors. In Customer Class Maintenance, you can define the AR account/subaccount that you want to use for the pledges. As you create Customer records for the donors, choose this Customer Class in the Customer Maintenance screen. It will populate the AR account/subaccount fields automatically for you. (Please note that selecting the new Customer Class ID for existing customers will not change the information on the Defaults tab. This will have to be done manually.)
Stuart Nottingham 1,170 on at

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RE: Invoice over multiple months/years - changing income account

If you've already figured out how to change the AR account for each invoice, I'm fairly certain that the AR account attached to the invoice is the one that will be credited each time a payment is received. For instance, assume your normal AR account is 1100, but you've set up 1120 for these long term receivables (and changed the default 1100 to 1120 at the time the invoice is created.) When the donor makes a payment, the debit will (of course) be to cash, while the receivable credited will be 1120. I'd have to do some testing before saying with 100% certainty.
CFROTON 4,710 on at

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RE: Invoice over multiple months/years - changing income account

If you need the AR account to change for every entry, then that must be changed in the AR Setup screen. This is what decides which accounts default into the screens.