In answer to your questions:
Do you suggest I then reissue invoice #513 on the same date as the
previous one as an individual invoice to bring the account back into
balance?
I completely understand that remotely fixing people’s issues must be a
mission of note, and I assure you it is not a job I envy! 
Kind regards
Sabrina
Yes, you should re-enter the invoice 513, but only if that was one you intended to send, in other words, if that was a legitimate invoice and not one created from the recurring list after he stopped being an active customer. But that brings up another question. How was it originally paid? If you received money against _Accounts receivable => BOT001 => Invoice #513, you should not have been able to delete the invoice without first deleting the receipt. Then, you would be in balance, but wrong. The fact that you seem to be out of balance now suggests you didn’t allocate BOT001’s receipt against the invoice. Did you perhaps let the program auto-allocate?
I do let the program auto-allocate as much as possible. I receive very
few queries when it comes to the accounts.
In correcting all the other accounts - which I have just finished doing,
so you are communicating to a very tired, but satisfied camper - I did
notice that every single invoice that appeared to be creating an issue
had late payment fees charged on it. Could that be an issue of sorts
with the date locked?
Kind regards
Sabrina
I actually don’t know the answer to your question about late payment fees vis-a-vis lock dates. I’d have to construct an entire simulation, which is difficult to do when dates have already gone by. (I did try to construct an example of multiple recurring invoices retrospectively, but everything could be edited, unlike your example, because all the transactions were actually created today. So I think the only way to know for sure would be to wait several days and let the simulation play out.) But I’m fairly certain that if the underlying invoice is eliminated, any late fees associated with it should also vanish. Or you could try editing the invoice to deselect the late fee option entirely.
Another thing that might have happened is that those invoices didn’t have a due date specified, so the current version of Manager assigned the issue date as the due date. That means that late fees that weren’t originally charged would be now. Recent changes to the program necessitate a due date.
The more features you enable (late fees, lock dates, inactive status, etc., etc.), the more complex everything gets. Almost nothing in Manager stands alone.
Goof afternoon Tutu.
What I ended up doing was to remove the late fee altogether from the
invoices that were causing the problem and then adjusting the invoice
total to reflect the payments (i.e. making the lesson more ‘expensive’
so that the students accounts no longer reflected as being in credit. A
bit or a cheat, but seeing as the invoices are so outdated it wouldn’t
matter and didn’t affect my bank balance. I will keep you posted as to
what happens when the current late payers finally fall in line.
And, as you correctly guessed, I have most of the features enabled -
late fees, lock dates, inactive status
However… have a look at how pretty this latest run ‘customer
statements’ looks!
Kind regards
Sabrina
I don’t think that was a good idea for several reasons:
If late fees were actually imposed and paid, you should be able, with the lock date turned off and the customer activated, to properly enter amounts paid. Here is an example of an invoice for 360.00 on which monthly late fees of 1% were assessed for 2 months. Money was then received against the invoice, reducing balance due to zero:
The Late payment fees account is not disturbed by the receipt, because that money has been earned and must be recorded. But when those fees were recorded, they were balanced by corresponding increases in the customer’s Accounts receivable balance. The full receipt of invoice total plus late payment fees zeroed the balance due.
At that point, the customer could be inactivated. As you sort out this tangle, it doesn’t matter when you cancel the recurring sales invoice for that customer. The point of that is to prevent any further invoices from being created, a step that is independent of handling the erroneous, previously created invoices/entries.
When all this is sorted, you can then reapply the lock date. Ironically, the purpose of the lock date was to prevent tampering with prior period records, something that would impress an auditor. You just need to remember that when you instruct the program to keep doing something every month, it will keep doing everything you’ve instructed.
