I apologize if this has been dealt with before. I have a list of 133 customers of which a relatively small number are still active. Those that I no longer deal with have all been marked as ‘inactive’ (under the customer tab).
When I run statements at the end of the month some of those that are marked inactive still appear with blank statements. Is there a way to stop this?
There are two ways to run customer statements:
Unpaid invoices (which is not the one I use) - because I need to send out statements to active students even if they have a zero balance.
Transactions (which is the one I do use) - but here I get statements even for customers that have been inactive since 2015 - there are no unpaid invoices or anything outstanding that I can see.
I do not understand your problem. If you select a Transactions type statement, you must enter a date range. If the customer has had no transactions during the time period you entered, they will not appear in the list of available customer statements. If they have had transactions during the period, but have a zero balance, you can view their statements, which will show the debits and credits producing the zero balance. It is completely up to you which statements you view or print. Nothing in the program generates a bunch of statements, whether they are blank or not.
Can you illustrate this with screen shots? Show the input screen for defining which statements to view as well as a blank statement.
I then go to the reports tab and select ‘Customer statements’ and input
as follows:
After selecting ‘next’ this is the screen that appears:
As you can probably see from the screenshot there are some customers
that are active. But I draw your attention to BOT001. This account
specifically has been inactive since 2015. When I view the statement
this is what appears:
This also applies to other statements in the screenshot (namely DLO001,
IOZ001, KNO001 and KOP001). All of which have become inactive and have
no transactions for the time period indicated above (this month).
Customer BOT001 appears because Manager thinks there is a transaction during October. (See the 1 in the Transactions column.) The question is why that transaction does not show.
So the first question is: are you using accrual or cash basis accounting? Depending on dates and balances, this might have something to do with what you are seeing.
Go to the Customer tab. Under the Accounts receivable column, click on the blue number (or hyphen) for BOT001. Post a screen shot of the transactions contributing to that balance.
the screenshot of the transactions, I see that it is for invoice #513
that I am also attaching. I figure that if you can tell me how to fix
this one I will investigate the others and will be able to solve them
myself
My immediate question was also whether you were creating recurring sales invoices. I am fairly certain the customer shows up because there is always a transaction in the month. But since the amount is zero, it doesn’t print as a debit or credit, hence the blank statement. See this Guide for how to cancel a recurring sales invoice: Account for withholding tax on sales invoices | Manager.
Once you have that sorted out, you will be able to delete these erroneous sales invoices. Unfortunately, there is no way to do that in bulk.
Note that making a customer inactive does not prevent you from selling to them again. They are still in your customer list. The only thing the inactive designation does is prevent them from coming up on selection lists. In the case of a recurring invoice, they have already been selected.
It appears that Inv #513 is in a rut as it keeps re-appearing.
If the source was a recurring invoice, then I think it would be getting a new Inv # each month.
It appears that you can view the original #513 (via the above screenshot) can you also Edit it ?
Botha is no longer in the recurring sales invoices. As a rule, as soon
as a student has finished his / her course I delete any and all
recurring sales invoices.
I remove all the recurring sales invoices as soon as the students end
their course. But this only seems to happen to some clients - BOT001 is
not the only one. I have other clients that have terminated their
contracts (and their recurring sales invoices deleted) and they have
vanished from the statements lists. I’m also at a loss as to why this is
happening. Invoice 513 was issued correctly at the time and has since
been paid.
Seeing a lock date was set was the giveaway. After all the back and forth in this exchange of posts, it isn’t clear to me in what order you set or unset the lock date, edited the #513 invoice or didn’t, deleted the recurring sales invoice. But clearly, you had an invoice from before the lock date and Manager kept trying to reissue it.
So help me out with specifics. If you delete the lock date, can you edit invoice 513 and delete it? Assuming so, does that clear all those transactions in the drill-down on Accounts receivable in the Customer tab? If so, good. If not, can you edit them individually to delete? (Please understand how hard it is to do this remotely. Everything I’ve suggested could have been done in person in seconds.)
