Correcting Customer Payments Entered Under The Wrong Contact

Updated

  1. Qualifications

    1. This process is for correcting Customer Payments where additional circumstances prevent simply voiding and/or deleting the payment and reentering it under the correct Contact such as:
      1. The Customer Payment has also been Deposited in the system.
      2. The associated Deposit has also been reconciled or there have been multiple reconciliations on the bank account since.
      3. The Customer Payment was originally entered in a period that is now frozen and/or closed.
    2. If the incorrect customer Payment can be voided or deleted and reentered correctly that would be the suggested solution.
    3. If the Payment was remitted by a Contact in the system and entered under that Contact but subsequently now needs to be applied to an Invoice for a related Contact you can use the process in this article for Moving Customer Payments Between Accounts.
      1. https://pacsol.support.cyncly.com/hc/en/articles/51259840444049

  2. Instructions

    1. Video step by step

    3. If you cannot see the above video click here to view it.
    4. Find the Customer Payment that was entered under the wrong Contact.
      1. Be sure that this payment is not applied to any Invoices or as a deposit to any Orders.
      2. Un-apply all amounts that have been applied if applicable.
    5. Process a refund for the Contact using the Refund button in the top action bar.
      1. Select the Unapplied Option from the selection window
      2. Select the respective transaction that was entered under the incorrect contact
      3. Select the option for Credit Card/Cash/GL Entry
      4. Select a date for the Refund
        1. This will need to be the same date that is used when entering the payment under the correct Contact.
        2. Confirm with an accounting professional if these transactions should be processed in the original period they were entered, the current period, or some other date.
      5. Select the Check#/Type as Adjustment.
      6. Select the Adjustment GL Account as Undeposited Funds.
      7. Select Finish to complete the Refund.
    6. Enter a New Customer Payment under the correct Contact
      1. The date of the transaction should match the refund date in the steps above.
      2. Accept the new Payment.
        1. You can now apply the payment to any Invoices or as Deposits on Orders as normal.
    7. Navigate to Bank Deposits
    8. Create a new Deposit.
    9. Select the Adjustment Refund and the corrected Customer Payment for a net $0 deposit.
    10. Select the same Bank Account that the transaction originally was deposited to.
    11. Accept the Deposit
      1. This $0 transaction will populate in the Bank Account Register but will not need to be reconciled.    
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