Magic Resource Center Article

Title:	Reversing a Misapplied Dues Payment that has been Updated to History
Submitted by:	Rapattoni Software Support
Updated:	March 29, 2006
Version:	Rapattoni Magic 7, 8, 9
Issue:	How can I reverse a misapplied dues payment after the Member History Update has been run?

During the hectic dues season, it is easy to misapply a payment to an incorrect member. Prior to running a Member History Update, this is easy to fix by voiding the cash or check receipt or issuing a credit on the credit card receipt.

However, once the Member History Update has been run, the member’s billed status is changed to ‘P’ for paid and the misapplied dues are reflected in their Dues History Form. You will need to reverse the charges in the incorrect member’s A/R, create a new invoice, pay off the correct member and then run the Member History Update again. This may sound a little tricky but as long as you follow all the steps listed below you will be successful.

For example, if you apply a dues payment to Alicia C. Allen, and then run the Member History Update, Alicia C. Allen’s Dues History Form will look like this:

But, you meant to apply the payment to Jane Allen instead of Alicia C. Allen, so you will need to adjust Alicia C. Allen’s A/R and Dues History Form.

1. Using today’s batch, create a negative dues invoice for the member you misapplied the dues to (Alicia C. Allen). The invoice should include all applicable dues charge codes with a negative quantity (-1) in each amount field. Charge the invoice to the member’s account.

2. Apply a negative receipt to the negative dues invoice using today’s batch.

3. Since Alicia C. Allen still needs to pay her dues, you will need to create another positive dues invoice and charge it to her account.

4. Now you’ll want to correctly pay off Jane Allen’s dues invoice using today’s batch.

5. After the Member History Update is run again, Alicia C. Allen’s dues history reflects the negative amounts, which cancel out the misapplied payment:

And a new outstanding dues invoice displays in Alicia C. Allen’s Accounts Receivable Form.

Jane Allen’s Dues History now correctly shows her paid dues:

And Jane Allen’s Accounts Receivable Form will show her dues invoice as paid.

By following these steps you will effectively correct misapplied dues payments while leaving a valuable audit trail.