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Our system use two GL accounts for incoming payments: 120-Accounts Receivable and 260-Customer Deposits. When I run the AR Balance by GL Account report, some prepayments are reported under the 260 account even though they have posted to our ledger under 120. That means the report doesn’t match our trial balance. Has anyone else experienced this? Is there a cause and is there a correction? Thank you.

An example follows.

The AR Balance by GL Account report, showing the prepayment listed under GL 260:

 

The AR Register for the highlighted transaction, showing the transaction posted to GL 120:

 

Did you ever find out why this was happening? I have a client with the same issue.

Hi @bjeter78 - We were able to solve it. The short answer is that payments need to be released before invoices.

 

The cause: during our automated processes where our website orders sync with and import into Acumatica, our digital orders are automatically invoiced. Those invoices were being released before the prepayments were released.

The solution: we added an automation schedule for the Release AR Documents action and tied that into our other automations. Here is how the schedules run now:

  1. An automated schedule grabs data from our website and brings it into the sync.
  2. An automated schedule grabs data from the sync and brings it into Acumatica.
  3. An automated schedule creates invoices for digital orders. The invoices are in Balanced status.
  4. An automated schedule for Release AR Documents runs. This releases everything that would normally be on that screen.
  5. An automated schedule releases invoices.

We added step 4 to our automation schedule and it has worked like a charm! 

 

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