Removing Historical Transactions from customer statements

Removing Historical Transactions from customer statements

Postby Customer Service » January 30th, 2012, 7:15 pm

Removing Historical Transactions from customer statements

1. Before you do anything, please back up your company using System\Company\Backup. When you are ready to run a batch of statements, you need to age your receivables.

1. Go to Receivables\Billing Cycle Checklist.
2. Right-click in the gray area of the screen to get an overview on how this screen works. When you age your receivable accounts, C21 will remove historical transactions from your statements. This will remove the majority of the transactions you want removed.

2. You may not want to age all your receivables. If you want to work only on those customers you have problems with, set up a separate billing cycle for them.

1. Go to Receivables\Configure\Billing Cycle. Right-click in the gray area of the screen to get additional help for this screen.
2. Set the new cycle say to weekly.
3. Go to Receivable\Configure\Customers and change the billing cycle on each customer you wish to work on to the new cycle.
4. Follow the procedure defined in #1 above.

3. Preview the statements in question to identify which invoices were not removed by the procedure above. Most of these can be removed by going to Sales\Invoice Updates. You want to change the invoice 'Status' to void.

4. There are some invoices you will not be able to void. To remove these transactions from these statements you must enter historical payments. (Make the system think the invoice has been paid) This procedure will show a payment against the invoice and allow the aging procedure in #1 above to work. It will not effect your general ledger because the system considers the transaction as 'not current'.

1. Go to Receivables\Configure\Historical Receipts.
2. Click on 'New' to set up your batch.
3. When the 'Batch Options' screen comes up you must enter a batch period. You must use a current period that is in your financial calendar.
4. Enter the amount that is on the invoice you wish to remove.
5. Enter the date that is on the invoice you wish to remove in the 'Transaction Date' field.
6. Select the customer and invoice to be removed.
7. Click on the 'Applied Amount' field to enter the amount you entered on #4 above.
8. You might want to enter a description of why you are entering this Historical Receipt for a good audit trail.
9. Click OK to accept the entry. You may receive a warning that your transaction date is not included in the batch period you selected. That is OK. Ignore the message.
10. Click on 'Post Batch'

If you have to run the procedure #4 above, you will need to age your receivables as explained in #1 above. At this point, you should be able to print the statements the way you want them. You may want to change the billing cycle back on the customers you changed so you can print all your statements.
Customer Service
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