Office - Membership - AR Aging Error
Table of Contents
Overview
The AR activity in a Member’s profile shows the Club the balance and history behind the balance on the Member’s profile.
Required Permissions
Membership
Add/Edit/Delete SJ Batches
Add/Edit/Delete CR Batches
Accessing the Tool
Accessing the Tool
To access this information and correct the error, follow the steps below:
Click on Membership icon.
This will open the Manage Members tab.
Double-click on the Member’s profile in question.
In the Member’s profile, click on AR Activity.
Click on the arrow beside the AR Ledger field.
Select each available AR account to help pinpoint where the credit lies and where the charges are sitting. Make notation of the account with the credit and of the account with the balance due.
Navigate to the Items module by clicking the Items icon,
Select New. This image references steps 8-12.
Name the item Transfer to AR #### (whatever the AR account number is).
Switch it to a billing item.
Put it in a non-taxable category.
In the AR override field, select the AR account referenced in the name.
Save & Exit out of the new item.
Repeat Steps 8-12 with the other affected AR account information.
Once completed, go to Membership again.
Click on the Member Charge Wizard.
Click Quick Add to create a new batch.
Set charge batch date to fit needs and make sure to leave the Use Items option selected.
Select Next. This image will show steps 19-22.
On the next screen, on the first line, input the Member, Area, and one of the transfer Items we just created.
On the second row, input the same Member, area, and the other transfer item created.
In the price section of the first row make sure to put the opposite balance in place.
In our example: AR account 1130 has a credit of $200 in place so a charge of equal balance needs to be in place.
In our example: AR account 1190 has a balance due in place, so the credit amount of AR 1130 which is -$200 needs to be put in place as a credit on this row.
Select Finish.
Post the Batch on the next screen and the balance will transfer to the proper AR account.
Please Note: If there is only one AR account under the AR Ledger, you still switch to view the singular AR account and see the balance change, then that means the issue is related to the clearing account and the AR account. The best option would be to un-post the incorrect payment batch and correct it before reposting it.
If they cannot find the payment batch causing the error, a specialist will have to go in and correct the balance, but the client will need to make sure they have the ledger side of things correct.
Best Practices
Try to find the error payment batch and try to un-post it before taking the above steps. Correcting the unposted payment batch and reposting it is the easiest way to correct this issue.
FAQs
Q: Why does incorrect AR aging happen?
A: A payment was applied to the wrong AR account, so the payment needs to be transferred to the proper account.
