Tip #198 – Recording ON ACCOUNT Payments by Statement Number


Tip #198
Recording ON ACCOUNT Payments by Statement Number

Please Note:
While a flowerSoft customer (Larry of Flowerworks in Lincoln, Nebraska) was testing this feature he noticed that it was not working for him, so he called me to find out why.  While looking into his system, I noticed that he was trying to use this feature on a statement for a customer that had missed making a payment for the previous statement sent.
Since this is a new feature, I was trying to seed the systems of the flower shops where I had installed the latest version, by running a process that reads the statement transactions file (which contain both the invoice # and the statement #) and looking up the invoice number in the sales file and updating a new field in that file file with the statement number where the invoices were shown.
This process seemed to work perfectly during my testing.  Things always work perfectly when I am doing the testing, the problems always come up when you guys start using the new features.
The problem was that I was using a system that generated “open item” statements, not “balance forward” statements to do my testing.
The process also worked on “balance forward” statements with one caveat, there could be no balance forward.  Why?  Because “balance forward” statements  only show current period transactions.  Any un-paid transactions are part of the “previous balance” amount.  The invoice number is not shown on the statement.
Since previous un-paid transactions are not part of the statement, the process I was running was not updating the un-paid invoices with the latest statement number.  The statement that Larry was trying to pay contained only 1 transaction, the finance charge.  The invoices he was trying to pay contained a different statement number, so flowerSoft could not find them when looking for the statement number Larry had entered.
So, for those of you running “balance forward” statements and thinking of using this new feature, you may or will run into problems if you try to use it on accounts that have either missed a payment or not paid the full amount of the previous statement.  This will hold true until you run statements again.  When you run the statements, flowerSoft will update each invoice with the latest statement #, so when you try to use the feature, it will always be able to find the invoices that were part of the latest statement, whether they are part of the previous balance amount or new transactions for the current period.
Those of you using “open item” statements should not have any problems since your statements always include all invoices with outstanding balances.

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Let me start by saying that this is a brand new feature and most of you do not have it yet.

I received an email a couple of days ago from a flowerSoft user asking…

“George
I have a client who likes to pay by reference instead of invoice number.
Can you please in writing tell me how to do this?
I have had trouble with this issue a few times in the past.”

Well, as you probably know, there is no way to pay by reference (statement) number in flowerSoft.  Until now…

Although no one has asked for this in the past 28 years, I thought about it and it is possible for someone with an very active account to send you a check and just include the statement’s reference number.  I guess, the only option at that point was to go into that statement and see which invoices were charged on the statement and then select each invoice through the A/R Add Payments option.

Well, now there is a way to tell flowerSoft what statement number you want to pay and flowerSoft will gather the invoices shown on that statement for you.  All you have to do is enter the customer’s check number.

There are some restrictions with this method, however.

The first one is that the statement cannot have shown more than 24 charges (including finance/rebilling) charges.

The second one is that there is no deviation from the amount paid.  It will always be the outstanding amount shown on the statement.  There is no option to waive finance charges or re-billing charges and no option for sales allowances.

Here is how it works…

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