Home > Direct Bill / City Ledger > Direct Bill Procedures > Fix Out of Balance Direct Bill Accounts
When making payments on Open Item Direct Bill accounts, if your software locks up or is terminated without completing the transaction, the account might become out of balance. If the account is out of balance, it's because the total of the payment transactions doesn't match the total 'Amount Paid' field in the invoice (charge) record.
Decide which balance is incorrect
When the customer’s Open Item Payments balance is not the same as their Display Account Detail balance, you need to determine which one is correct, and which one is incorrect. This will determine what method you should use to fix it.
►If Open Item Payments is incorrect…
Fix: Apply Prior Payment
Fix: Adjust Amount Paid
Fix: Force the Missing Payment
Fix: Reset the Amount Paid
Fix: Create an Adjustment and Force it Paid
Use this method when:
Example:
How to apply a prior payment:
After the fix:
Remember to update your Direct Bill transaction batch when you're finished. If you wish, you can wait until the end of the day if you have additional transactions to post.
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How to adjust the amount paid:
How to post the missing payment:
Customers using Execu/Tech's Back Office: You will need to see if the original payment transaction posted to General Ledger. If it did, you can delete this transaction from the G/L batch (not the Direct Bill batch). Remember to update your Direct Bill transaction batch when you're finished. If you wish, you can wait until the end of the day if you have additional transactions to post. Back to Top
With this method, the "amount paid" is reset to what it was before the faulty payment was made.
Once this is done, you can repost the payment.
How to reset the amount paid:
Invoices must be selected and reset ONE AT A TIME.
How to create the adjustment:
The first task is to get the Display Account Detail screen to show the correct balance. We accomplish this by creating a single adjustment, whether it be a credit or a debit.
How to force the adjustment paid:
Next, you will force the Amount Paid for this adjustment invoice.