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There are a handful of customers with credits, that I need to get removed. If I remember, there are two steps but I cannot remember how to get this completed. Can someone please walk me thru it?
The solution will depend on whether the credits are legit or are simply balances that are just "hanging out there".
If the credits are legitimate, you can offset with a debit memo.
If the credits are just "out there" then you can enter debit memos, with an in/out to the same AR account to prevent impacting your AR account balance.
In addition, if the credits are just floating documents on the customer account, you can void them out under Sales > Transactions > Posted Transactions
Finally, you can always use the Refund Checks module to refund any credits you intend to reimburse to your customers. You can also use the Customer/Vendor Consolidation module to achieve this as well.
Because I'm not too familiar how to enter debit memos, could you walk me thru it please?These are for credit balances older than 2 years old, which were are trying to get rid of.
Is your intent to refund these customers or simply get rid of these credits off your customer accounts and books?
To enter a Debit Memo, go to Sales > Transactions > Transaction Entry. Select Debit Memo as the document type. Enter the amount of the debit memo to match the outstanding credit amount for that customer. Proceed to apply the Debit Memo to all invoices with an outstanding balance. Review the accounting distribution to make sure it is what you want.
Simply to get them off of our books before year end.
Then proceed to create the Debit Memos and apply against the outstanding credits. Note that my assumption here is your GL is correct, hence you will need to change the transaction distributions to be an in/out to the same account to avoid affecting the General Ledger.
Now how do I find what invoices for that customer, have an outstanding balance after I've gone thru the steps of Sales->Transaction->Transaction Entry
You would first need to run a Receivables Trial Balance, this will tell you all customers with open balances. Be sure to not exclude credit documents (Sales > Reports > Trial Balance with Options).
I may be confused because when I run a customers with credit report out of Smartlist and try to apply the amount against an invoice, the unapplied amount is the credit balance that I cannot apply to anything.
I think you are.
Let me revisit your request. You asked if it was possible to write off credit balances on customer accounts so you could cleanup your Receivables module. I said you can create debit memos to apply to the payments or credits that are currently outstanding in your system.
Now, you asked how do you see invoices with an outstanding balance - not a question related to your original question, but nonetheless I replied you can do so by printing a Receivables Trial Balance with Options and avoid excluding credits, presumably because you will want to know if there are credits you can apply to those outstanding invoices - this is a common practice.
You replied that you are confused, because you are running a SmartList. Well, I did not say to run a SmartList. I asked you to run a tried and true report out of the system called the Receivables Trial Balance with Options, found under Sales > Reports > Trial Balance : Aged Trial Balance with Options. This report should show you invoices with outstanding balances.
NOTE: To use the Aged Trial Balance with Options report, you will first need to run the Aging routine, under Sales > Routines > Aging, to be able to get the documents to show up in the correct aging bucket on the report.