Adjusting Customer Account Balance

1. Creating a negative balance on a customer account

If a customer has a zero balance in ERPLY but actually owes funds that need to be reflected in their balance report, you can create a negative balance for their account.

Navigate to the SALES module and select Invoices. Create a new Invoice which has no product or payment associated with it. Add your customer and be sure to select Invoice as the document type at the top of the sidebar to the left.

Note: You can name the product "Adjust Balance" for reference only, but do not save it as a product. If it prompts for a product not found, just close the window.

Add the balance to be owed to the price field. If not set already, change Tax% to zero percent or tax free.

Confirm and Save.If it shows an information message saying that there are empty fields, just click Continue Anyway.

Once saved, the customer account balance will reflect the funds owed:

2. Creating a positive balance to customer account

If a customer is showing a negative balance but they have made payments, and there is no invoice with which to associate payment, a positive balance can be added to a customer account.

Open the SALES module and select Payments.

Open a new payment form by clicking the golden button that says New on the payment screen.

Add the customer. Specify the amount to be added to account & payment type, then save. Do not select an invoice to associate payment with.

Open the Customer Card. The balance now reflects the changes from this payment:

TIP

When adding a payment to a customer account, the payment WILL show in daily reports (Z-report) for the date the payment is created. If this payment was taken on a previous day, and is NOT needed to reflect in the Z-report, be sure to change the payment date to a day PRIOR TO ERPLY implementation. This can be done through the Date field on the Payment screen.