Magic Resource Center Article

Title:	Adjusting Posted Payments
Submitted by:	Rapattoni Magic Software Support
Updated:	November 2, 2007
Version:	Rapattoni Magic 7, 8, 9
Issue:	I accidentally applied a payment to the wrong member. How can I correct this mistake?

One of the most common problems that arise among Rapattoni Magic users involves applying payments to the wrong member. If this is caught early enough you can simply void the receipt. However, what if this happened last month or the month before? The batch is closed, you have updated history, and the payment has posted to your general ledger. What can you do to correct the problem?

Once a receipt has been posted to the general ledger, it cannot be voided. You must perform an account adjustment to correct any errors. Simply follow the steps below to apply the payment to the correct account and remove the misapplied payment.

       

            

Apply the payment to the correct account:

1. Open the Cash Receipts Posting Form and enter a current batch ID. This should NOT be the same batch that the receipt was originally created under.
2. Enter the member number of the member for whom payment should have been applied.
3. Leave 0.00 (zero) in the Amount field. (This is an adjustment and cash is not involved.)
4. In the Payment Type field, type N (Non-Monetary Transaction).
5. In the Reference Number field, type a reference for this adjustment (for example: misapplied payment).
6. Locate the invoice that the payment should have been applied to and click the Pay button. The invoice's balance will change to 0.00 (zero).
7. Click the Create Invoice button to create a new invoice.
8. Create a credit invoice using the adjustment charge code and a quantity of "-1" for the amount of the misapplied payment. For example, if $150.00 was misapplied, the credit invoice must be in the amount of -$150.00.
9. Press Esc, and then click the Charge button. You are returned to the Cash Receipt Posting Form.
10. Highlight the credit invoice that you just created, and click the Pay button. This will apply the negative amount in the Remaining to Apply field to the invoice and bring the balance to zero.
11. Press Esc, and then click the Post button to complete the transaction.

Removing the misapplied payment:

1. In the Cash Receipts Posting Form, enter the member number of the member who was credited erroneously.
2. Leave 0.00 (zero) in the Amount field. (This is an adjustment and cash is not involved.
3. In the Payment Type field, type N (Non-Monetary Transaction).
4. In the Reference Number field type a reference for this adjustment (for example: misapplied payment).
5. Click the Create Invoice button to create a new invoice.
6. Create a debit invoice using the adjustment charge code and a quantity of "1" for the amount of the misapplied payment. For example, if $150.00 was misapplied, the credit invoice must be in the amount of $150.00.
7. Press Esc, and then click the Charge button. You are returned to the Cash Receipt Posting Form.
8. An outstanding balance now displays for the member.