If you create the OA for an invoice that is open and the invoice was entered "on account" in error, one of the following scenarios must be followed to fix the error:
- The OA is posted and it was created for the full amount of the invoice and the journal was deleted:
- Reverse the OA that was booked in error and add the word "post". One of the team members will check to ensure the reversal was processed correctly
- Notify Dilciana/Shirley and Fran Yeomans by e-mail that the customer payment journal needs to be recreated.
- Once the customer payment journal is re-created, process the payment as usual and post the transaction
2. The OA is posted and it is not for the full payment amount, but the payment journal was posted
- if both the OA and the customer journals are posted, notify Fran Yeomans so that Fran can process an offset
Note from Fran:
In this scenario, because the payment journal and the OA journal have both been posted, I think our best recourse is for us to do a manual offset between the 2 items that are posted.
Once a payment journal is posted, we don’t like to create a new payment journal line for the same payment and that is what we would have to do in this case to apply the payment to the open “C” invoice.
If we create a new payment journal for a previously posted payment journal, it creates more balancing issues on the Bank Rec side.
3. The OA is posted but the customer payment journal is not posted
- Reverse the OA - write "post" on the description for a team member to review
- Apply the payment - customer payment journal (delete the detail and re-process the AR-03 again to prevent errors)
4. The OA is not posted and the customer payment journal is not posted
- Delete the OA
- Apply the payment - customer payment journal (delete the detail and re-process the AR-03 again to prevent errors)