Quick tips on cleaning up your Accounts Receivable

November 30, 2011

Wanting to get a jump on preparing for year end? Here are a few suggestions on cleaning up your Accounts Receivable Aged Trial Balance before the year-end crunch begins:

  • Review your accounts receivable detail reports and confirm that all invoices listed are valid. If any are not a receivable, then make sure you understand why they continue to be on the reports and correct those that don’t belong.
  • If an invoice was entered as taxed but the customer didn’t pay the sales tax, issue a credit memo for the original taxable invoice, then re-issue the invoice as non-taxable. Both the credit memo and the new invoice should be created in the same in the current sales tax period.
  • For partially-paid invoices whose balance will not be paid, issue a credit memo for the amount that will not be paid. Apply the credit to the invoice in the Receive Payments window.
  • Clean up zero Customer balances by applying credit transactions to the invoice transactions through the Receive Payments window.
  • Move Customer Deposits out of a Liability Account by invoicing the Customer in full and adding a new line with a negative amount equal to the deposit. This will reduce the amount of the deposit and invoice the Customer in full.
  • Clean up open Sales Orders by running Reports > Sales > Open Sales Orders by Customer (or Item). If they will not be fulfilled, close them by double-clicking on the original transaction from the report and placing a check mark in the “clsd” column.
  • Remove any inactive Estimates that will never turn into an order. Open the Customer Center, click on the Transactions tab, then click on Estimates. Double-click on the Estimate then go to the Edit menu and click Delete Estimate.

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Topics: Operations, Featured, Business Best Practices, Blog Posts, Accounting & Finance

Lillian Aaron

Accounting Software Consultant, Porte Brown CPA

Lillian is a business adviser with more than 30 years of experience assisting small to medium businesses prosper by selecting the correct business accounting tools based on their specific needs. Her specialty is in process workflow—helping companies gain efficiency in their operations. Businesses seek her help when they have outgrown their basic accounting systems and are ready for a customized, robust solution that is still affordable. Lillian is an expert in a number of systems including Traverse ERP, Open Systems, and QuickBooks Enterprise and Method CRM. Specialties: Traverse Accounting Software, Open Systems Accounting Software (OSAS), QuickBooks Enterprise, Method CRM Her clients say, “Lillian is my go-to person when it comes to accounting software. She has a deep knowledge of available options and takes time to understand the needs of her clients,” “I found her to be of the highest integrity and extremely knowledgeable,” and “She is always willing to go the extra mile to make sure that her clients get exactly the solution they need.”
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