How to correct or cancel a payment in SalesPRO
Summary
There may be times when it is necessary to
make a correction to a payment in the SalesPRO system. This may happen
when a payment is entered incorrectly, or when a customer decides to
cancel a sale on which a payment has been applied. This article will
provide best practices on how to handle these scenarios.
Since
SalesPRO currently exports the following items to the QuickBooks Desktop (QBD) accounting system, it is imperative that these processes match and work
together regardless if a specific user is using QBD or not.
Order Data:
- Customers
- Invoices
- Purchase Orders
- Payments
Setup Data:
- Vendors
- Products
- Additional Charges
- Sales Tax Codes
- Sales Tax Groups
- Payment Methods
- Terms
- Employees
- Accounts
Information regarding payments
- When
a payment is entered into SalesPRO, the amount of the payment is
assigned to a specific customer and optionally allocated to a Sale or
Order in the system.
- You can receive a payment for a Customer without allocating that payment amount to a Sale or Order, if desired.
- Regardless
if the payment is allocated or not, a payment received from a Customer
in SalesPRO is considered a Credit in QBD and, at that time,
needs to be assigned to a specific invoice in QuickBooks to apply the
payment.
- Since the QBD system will not accept negative payments, a negative payment cannot be
entered into the SalesPRO system to match the requirements of QBD. A SalesPRO payment can be deleted but it can’t be entered as a negative value.
So how do I handle a situation where the customer pays me more than required, or cancels a Sale after a payment is made?
- If
the payment was already exported to QBD, then you would want to
create and issue a credit memo for the client in your Accounting
system. In your SalesPRO system, you would delete the payment from the
customer and add an internal or public comment to indicate that the
payment was reversed and deleted. This comment would be your audit
trail.
- If the payment was not yet
exported to QBD, you should adjust the Sale/Order by first
deleting the payment from the customer. Then, add a public comment to
indicate that the payment was reversed and deleted. Lastly, provide the
client with an invoice or other process report showing the total amount
is still due, with the comment that the payment was reversed.
- After
the steps above are completed, the Sale/Order should be closed, but not
deleted so it’s available as a reference if needed in the future.
Applies To:
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