Accounts Receivable

Articles

Accounts Receivable Out of Balance in SedonaOffice
A step by step audit of discrepancies between the AR Aging reports and the AR GL Register. This document assumes the report and GL have already been reviewed from the front end to confirm the discrepancy, and search for any obvious causes. Th...
Adding Service Charges to Cycle Invoices in SedonaOffice
How to Enable “Bill to Cycle” for Service Tickets When invoicing a Service Ticket there is an option to include the Service Ticket charges on the customer’s next cycle invoice, rather than create a separate service ticket invoice. This is a per...
Credit Off Invoices Feature in SedonaOffice
Sometimes when customers short pay, you can end up with a collection of mostly paid invoices that still carry a balance of a few pennies. It may not be worth a collection call to try to get the leftover five cents. Rather than letting these invoices...
Customer not in Collections After Adding New Branch in SedonaOffice
Customer Record not Appearing in Collections Queue When a Customer creates a new Branch, that Branch is not automatically assigned to a Collections Queue. The user needs to go back into their Collections Queues and edit them to include the new ...
Adding Fields in the Customer Billing Screen for the Email and Print Options for use in Query Builder
Issue:  When trying to use the Customer Query Builder, the fields in the Customer Billing information for the email and print options are not available.        Solution:  ...
Giving Users Access to Cycle Invoicing in SedonaOffice
Description of Issue: Situation 1: I’m unable to create Cycle Invoices. I right click on Recurring and click on the option to Create Cycle Invoice Now, but I’m getting a message telling me that my User Group doesn’t have security access to crea...
Invoice Categories in Sedona Office
Categories are different aspects of a business for which expenses are incurred and revenue is earned. All expense and revenue entries are assigned a category in the GL so that reports can be run to see, not just the profit/loss of the overall bu...
SedonaOffice - Cannot Open "Print Invoices" Tab
Description of Issue: On occasion, the following error will be received when attempting to print invoices using the "Print Invoices" tab.  This error will prevent the Print Invoices tab from opening to print invoices.  This error indicates that...
SedonaOffice - Clearing Erroneous Pending (P) Flag from Invoices
Description of Issue: When users create an EFT transaction tied to a specific invoice, the system automatically adds ‘(P)’ to the beginning of that invoice number. This indicates the invoice is tied to an EFT transaction that is pending (or sti...
Can I show the tax break out on Sedona Office invoice forms?
If a user asks if there is a way to show the tax groups that are applied to an invoice, currently only custom form CS53 EN will display that information. If this does not work for their purposes, the case will need to be transferred to Sales/Produc...
Use of Negative RMR in SedonaOffice
To create RMR discounts, free trial periods, and to offset RMR lines entered in error, consider using negative RMR lines. Negative RMR lines can be entered in the same manner as positive lines by simply entering a negative number in the amount field...
Viewing Future Dated EFT Transactions in SedonaOffice
How to Change the EFT Process Date “Where is my transaction?” When an EFT transaction is entered in SedonaOffice, it can have an ACH hold date in the future. The system will only show you transactions as of the current date by default. If ...
Can’t add new customers in SedonaOffice
Users may occasionally report the below error when adding customers in SedonaOffice:     This is usually the result of the Geographic tables having a duplicate zip code. However, if you have checked the zip code, see if they have...
How To Create an Advance Deposit
To create an advance deposit:  Go to Accounts Receivable > Payment Processing    Click on one of the batches and then click on Enter Payments button or create a New batch.    In the Payment...
How to Apply a Portion of Unapplied Cash to an Invoice
There are times customers will overpay on their account and will need to apply part of those overpayments to invoices.  These steps will help in accomplishing this task.  Overview  Below example will show how to apply a port...
How to Reverse a Bad Check with Unapplied Cash
This article will go through the steps needed to reverse a bad check that has been returned and the original payment received paid an invoice and remaining balance went into Unapplied Cash.  These steps cover SedonaOffice Version 6.2.0.x  ...
Create and Use Stored Procedure Cycle_Invoice_Date_Change
Description of Issue:   There may be times when someone will use the wrong invoice date when generating and posting a Cycle Batch in SedonaOffice.   The stored procedure in this document can be used to update the invoice and posti...
How to Print Invoices showing System and Site Information
There are a few options that can be used to show the system information for cycle billing.  Below are screenshots of how those invoices look depending on the options selected.  Overview  Below are samples of what the invo...
Configuring Sebis FTP Settings
To be able to send invoices to Sebis certain configurations will need to be done.   Overview  Some of the information needed can be used from other workstations that are setup.  Also can get logged into Sebis t...
Credit Memos Show Same Item Code for All Items on the Credit
Description of Issue:   When using the option to credit off the invoice or create a credit memo from the invoice, the item code changes to the same item code for all items.     Resolution:   The issue ca...
Customer Not Receiving Statements in SedonaOffice
There is a “Print Statement” checkbox located under Customer Information that controls whether or not a customer will be able to receive statements. Customer Information On the Customer Account, right-click on Customer Information. Selec...
How to Print a Single Customer Statement
Issue:   A customer is looking to create a single Customer Statement without having to go through the process of creating an entire statement batch and finding the one they’d like to send.  Resolution:   Open the ...
How to Setup Logos by Branch in SedonaOffice
Description of Issue: I’d like to set up different invoice logos for my branches. Fixes: First, make sure you have images to use. You will need to directly upload your logo images to C:\Program Files (x86)\Perennial Software\Sedona Of...
How to Change Default Bank to Write Customer Refund Checks
Sometimes companies will change banks that are used as a default .   Below will step you through changing the default bank being used to write customer refund checks, as well as other checks.   Overview   Below are the steps ...
Incorrect Bill To on Cycle Invoices in SedonaOffice
You might see a case where the user is saying that the Bill To is not correct. Invoices that are generated by RMR cycling will go to a Bill To that is defined on the RMR line itself. This will default to the Primary RMR Bill To that is selected, no...
Invoices with an Asterisk – Mock Invoice in SedonaOffice
Invoices with an Asterisk – Mock Invoice SedonaOffice has the ability to create mock invoices that can be printed and sent to customer, but do not affect the General Ledger. These invoices are most often used to collect Advanced Deposits for jo...
Late Fee Calculation in SedonaOffice
Late Fee Calculation in SedonaOffice Late fees in SedonaOffice can be recalculated each time statements are run (regardless of whether the statement is run on an individual customer, or for the whole database). The late fee calculation fields w...
Late Fees vs Finance Charges in SedonaOffice
When a customer is past due on payment you have the option of charging them a Late Fee or a Finance Charge. There are some key differences between the two. Late Fees Calculated on Statements No general...
Print Invoices Already Running Error in SedonaOffice
On occasion when trying to print an invoice you might receive an error message stating that Print Invoices is already running. When this happens follow the steps below to resolve the issue. Task Manager Right-click on the Task Bar at t...
How to Move Unapplied Cash from One Customer to Another
There may come a time when  one account has Unapplied Cash that needs to be moved to another account .   When this  happ ens  there is a way to move either the full Unapplied Cash amount or partial amount  from that account to a different a...
How to Reverse Payment Batch in a Close Accounting Period
There are times when a payment batch will need to be reversed and the accounting period for that transaction is closed.  This document will go through the steps needed to reverse that payment batch.  These steps are good for any SedonaOffice v...
SedonaOffice - How to Make a Pending Invoice
What is a pending invoice? This is an invoice that does not affect the company's GL. Use the process below if you are trying to make an invoice for a project but you do not have a job in SedonaOffice currently. Steps to recreate: ...
Subaccounts not Cycling with the Master in SedonaOffice
If you see the next cycle date is not updating on an RMR line, check to see if the customer is a sub account. If it is, then the RMR line that’s not updating might have the wrong Receivable to Master setting. RMR lines that have the Receivable to Ma...
Printing Statements with History
A company may wish to view statements for a single customer instead of running statements for multiple customers. You can run statements for an individual customer by creating one statement for the whole customer, or by creating a statement for eac...
Statements Immediately Show Past Due When Billing Is Run Early
When billing is run, the aging for those bills will begin from the selection in AR buckets. The two options are Invoice Date and Due Date. If you have the selectable set to Invoice Date, then the date you invoice the customer is all that matters. I...
Script to Fix Posting Cycle Billing
Script below is to fix the error message received when posting cycle billing and either the Account name or address is too long.  Overview  These scripts should be used by a user who knows how to use SQL – Workaround was dev...
Aging Invoice Options
A company has the option to have their invoicing age by two methods. A company has the option to create aging buckets. These options can be done in the same Sedona Setup location. Sedona Setup > Aging Buckets ...
Print Invoices Already Running Message
Print Invoice already running error msg When a customer submits a case where they are receiving the following error message, the following are the steps to resolve. Step 1. Open the task manager on your workstation and s...
How to Find Invoice Number Range in a Cycle Batch Using SQL
This process will go through the steps to find the invoice number range in a specific cycle batch that has be completed.  The steps where completed in SedonaOffice version 6.2.0.14. OVERVIEW When trying to find an invoice that was posted i...
How to Process Cycle Billing for Master Accounts
If there are Subaccounts that are being billed to the Master Account for Cycle Billing, you will need to run the Cycle Biling from the Master Account Management Screen. If the Subaccount(s) is billed to the Subaccount Bill To, you will run the ...
What to do with Zero Dollar Payment Batches
On occasion a Payment Batch in Payment Processing is Zeroed Out but cannot be deleted. However, the Payment Batch can be Re-used for a new Payment Batch. Payment Processing Go to Payment Processing and highlight the Zero Dollar ($0....
How to Create a Cycle Invoice from a Customer Account
If you need to create a Cycle Invoice for a specific customer, you can do this directly from the Customer Account. Customer Account Open the Customer Account and Right-click on “Recurring” or on “Invoices” and select “Create Cycle Invoic...
How To Remove a Check entered with an ACH/EFT Deposit
If a check is entered in an ACH/EFT deposit in error, follow the steps below to remove the check. Payment Processing Go to Payment Processing and highlight the deposit that has the check entered in error. Select “Enter Payment...
How To Add Dates to Collections Letter Templates
Issue: Customer has created a new Collections Letter template but none of the Date fields in the Mail Merge Available Fields will function correctly. Resolution: The date needs to be added to the template using Word. Open t...
How To Add New Fields to Collection Letter Templates
Issue: Customer needs to add new fields to Collections letter templates. Resolution: In SedonaOffice, open the Collection Queues by going to Client Management > Collections. Select a Queue. Before clicking the Mail Mer...
How to Show Field Labels on Printed Invoices
Issue: We’ve had some issues with invoices going out. They are missing the headers in the invoices. They should be labeled as Invoice number and Customer number, Date, and Due Date but they’re missing. Resolution: Go to P...
How To Turn On Mail Merge Templates in Collections
Issue: We’re missing the option for templates when setting up or editing Collections Profiles. It is supposed to be displayed in the area in the square but it’s missing. Resolution: To turn on the option for Default Templ...
How To Turn on Company Information in Invoices
Issue: Our company information is no longer printing on our invoices.  I am unable to figure out what setting may have changed. Resolution: Open an invoice in SedonaOffice and go to Print Preview, or if invoices are created from...
SedonaOffice has Two Types of Late Fees
Statement vs. Invoice Late Fees SedonaOffice was originally designed with just one way to calculate late fees, and this was part of the statement process. The late fee applied to the customer as a whole, or to a specific customer bill to addres...
How to Get Late Fees to Print on Invoices
If the late fee showing on a customer’s account was created during statement generation, then it will not automatically show on invoice statements printed from the customer account. To get a late fee to show on the invoice statement, follow the...
Master Cycle Billing - Invalid Use of Null
If you receive the Invalid use of null error while trying to run cycle billing on your master account, it is most likely a null in the reference column in AR_customer_recurring. You can fix this with the script below update AR_CUSTOMER_RECURRIN...
Reverse Applied Credit on Invoice
Issue: When a customer tries to use the un-Apply button on the invoice in the Payment History screen, it will not remove the credit. Resolution: If the applied credit amount cannot be removed using the un-Apply button on the invoi...
How to Apply Payment when Invoice Shows Pending Status
This document will go over how to solve the issue when showing an invoice in a pending state without needing to call support to remove the status.  The steps are done in SedonaOffice version 6.2.0.16. Overview Scenario – Customer has a...
How to Add a Manual Payment Batch
There are times when SedonaOffice will not get transaction information about EFT payments back from Forte.   When this happens a manual payment batch will need to be entered to account for that transaction.  Steps below are using SedonaOffice versio...
How To Set Up Invoice Message for Auto-Pay Customers
For Customers that are set up on Autopay using a Bank Account or Credit Card, you can add a Message to their Cycle Invoice letting them know not to pay their Invoice because it will be charged automatically to the Bank or Credit Card on file. ...
How to get a list of customer accounts in specific deposits
The following steps will allow you to submit a request via the Sedona Office application or the SSMS- SQL Studio Manager, to get a list of accounts processed for a specific deposit.    Find the Deposit_ID number for the respective ...
Cycle Invoicing – How to Add a Memo
During the Cycle Invoicing Process, you have the option to add a memo that will appear on all Invoices. Depending on the Invoice Template being used determines where the memo appears. Cycle Invoicing Open the Cycle Invoicing Process Screen...
How To Reverse a Deposit
A Deposit can only be Reversed if it is in an Open Accounting Period, or it has not been Reconciled. Payment Processing Open Payment Processing and click on “View Deposits.” Select the Deposit you want to Reverse and double-cl...
How to Reverse Credit Memo Applied to Wrong Item or GL Account
This document will go over how to fix a credit memo that has been applied to an invoice and the wrong GL account or item code was used.  The steps are done in SedonaOffice version 6.2.0.16. Overview The steps below assume the user has the ...
How to Verify and Correct What Subaccounts are Billing to the Master Account
This document goes over the quickest way to see what Subaccounts are not billing to the Master account and then how to make the correction.  The steps below are for any SedonaOffice version 6.2.0.x and forward. Overview: The steps below sh...
How to Age One Customer's Receivables
When a customer makes payments or gets credit added to their account, the account will not show correct totals for receivables. A customer can manually Age the customer account In the example below, you go to the Aging option where the arrow be...
Wrong Description Selected During Cycle Invoicing
The following steps will allow you to update an invoice Description.  Find the invoice range that needs to be updated by Cyce Batch ID Confirm the incorrect invoice_Description_Id. You will need to know what they use under the a...
How To Use “Sub Item of” to Roll-up Recurring Items
If you want to “Roll-up” Recurring Items into One Item instead of each one being listed separately on a Cycle Invoice, you can use the Sub Item of Feature.  Customer Recurring To “Roll-up” RMR Items for existing Recurring, right-click on...
Update Unapplied Cash Header
If we can confirm unapplied cash has been fully applied, but the cash still shows an open balance, this script can be run to update the unapplied cash header. First also confirm the applied cash shows correctly in the activity ledger and general led...
Script to Approve Credit Request
If a customer is struggling with approving a credit request due to a glitch in the system where the credit was already created, you can use this script to reflect that it has already been approved update cr set credit_id = [cred...
How to Use the Items Tab under the Customer and Site Level
The Items section allows you to select an Invoice Item(s) and enter a specific price for Invoice Items and Recurring at the Customer or Site Level.   When creating an Invoice directly from the Master Account using the Items section this w...
How To Transfer Unapplied Cash from one Customer to Another
Customer Account – Transfer From Open the Customer Account where the Unapplied Cash is currently applied. Right-click on the Unapplied Cash line and select “Transfer to Another Customer.” Enter the Customer Number...
How to Show Site Information of All Subaccounts on one Master Account Invoice
There are times when Master accounts need one invoice with all the subaccounts showing the site addresses.   This document will show how to achieve that result.  The version of SedonaOffice used is 6.2.0.16. Overview The steps below will b...
How to Change Billing from Subaccount to Billing to Master
How to bill subaccounts is different for every customer.  This document will go over how to change billing the subaccount to billing the master.   Document uses examples from SedonaOffice version 6.2.0.16. Overview The easiest way to tell if a mas...
Inserting Deposit Record into AR_Deposit from backup
To recreate a Deposit record from your backup you can use the script below.  SET IDENTITY_INSERT AR_Deposit on GO INSERT INTO [dbo].[AR_Deposit]            (Deposit_Id                   ,[Description]       ...
Inserting Deposit Record into AR_Deposit from backup
To recreate a Deposit Batch record from your backup you can use the script below. Please note that a valid deposit batch is necessary for an AR_Deposit_Check record to show up as a payment on a front end customer account SET IDENTITY_INSERT AR_...
How To Email an Invoice Directly from an Invoice
Is there a way to email an invoice directly to a customer? Yes. To email an invoice directly to a customer: The easiest way to do this is to open the invoice and locate the Contact area at the bottom of the invoice. Make...
Updating which invoices are printed or emailed
In version 6.X the customer have expanded options on whether each individual type of invoice can be printed or emailed. If they need to change a large mass of customers, you can use the script below by adjusting the Y or N on the script and includin...
Linking AR_Deposit_Check and AR_Deposit_Batch
If a payment can not be seen on a customer’s account, it could be caused by the AR_Deposit_Check not linking to a valid AR_Deposit_Batch entry. Once you have a valid entry you can use the script below to update the proper ID. Update C ...
How to Refund Credit Card using Credit Requests
Overview Credit card refunds can be done from a credit memo ONLY.   It is not possible to refund unapplied cash back to a credit card.  The steps below walk through requesting, creating and applying the unapplied cash refund using a credit memo...
Can I hit Post a Second Time on a Cycle Invoicing Batch?
In SedonaOffice cycle invoicing batches sometimes encounter errors and fail to completely post. Users often wonder is it is okay to hit post a second time on that same cycle batch. The answer is yes. Doing so will not create duplicate invoices....
Deposits Checks Tied to Missing GL Entries (Internal)
This article explains an issue that makes the data appear funny on the backend, even though everything has come out okay, and the front end and GL are all correct. If you find a deposit check that is tied to a gl entry that does not exist it co...
How Hold Dates Work (including suggestions for assisting customers) (Internal)
Please note that we did have defects regarding hold dates, so customers experiencing hold date problems may need to update to correct these. It is very easy for customers to become lost in all of their options when learning about hold dates. In...
How Hold Dates Work
If you have customers set up for cycle invoicing auto pay, then those customers will automatically have an eft payment created for them when their invoice is generated. That eft transaction can be made to process right away, or it can be held and th...
How To Apply One Payment to a Master Account and Subaccounts
Payment Processing If a Payment is received and some of the Invoices to Paid are listed under the Master Account and other Invoices are listed under Subaccounts this can be entered in one Payment Batch.    Create a New Payment Batch and enter a...
How To Reprint Master Cycle Invoices
Go to Print Invoices under Accounts Receivable.   Select the Dates checkbox and enter the Date of the Invoices in the From and Thru fields.   Under Filter Options, select Show Master Cycle Invoices and uncheck all the other boxes.   Select Cre...
Correct Error Message Cannot Find fnInvoice_Credit_Amount (Internal)
Issue:   When working in an AP Vendor we are receiving errors that the application cannot find function or aggregate dbo.fnInvoice_Credit_Amount.   Resolution: The function is used by the application and cannot be found as expected. Ther...
Count Credit By Invoice Type (Internal)
The Script below counts all the credit lines used for each invoice type. J = Job, S = Service, C = Cycle, and O = Other   select b.Type_JSCO as TYPE_JSCO,  count(b.type_jsco) as [Number of Credits by Type] from ar_customer a, ar_credit b wher...
Create Deposit Checks and Link to Transactions (Internal)
If a customer confirms that an orphaned transaction was approved, but Sedona did not update after 7 days, use the script below to create a payment and update orphaned transactions and invoices.   NOTE: This should no longer be necessary after upda...
Credit Count by User (Internal)
The script below shows how many credits were created by each user   select b.UserCode ,  count(b.credit_Number) as "Number of Credits by UserCode " from ar_customer a, ar_credit b  where a.customer_id=b.customer_id and a.customer_id 1 and b.c...
Credits with overused amounts (Internal)
A glitch in the system may cause the amount used on a credit to be higher than the amount allocated in the first place. This can cause problems on the customer’s balance due. The script below finds those credits   select a.customer_number, b.credi...
Cannot find either column ‘dbo’ or the user-defined function or aggregate ‘dbo.fnInvoice_Credit_Amount’, or the name is ambiguous (Internal)
  If a user reports that they are receiving the above error, look for the dbo.fnInvoice_Credit_Amount function in the below location.     If the function is not present, run the below script to recreate the function.   /****** Object: ...
In Process Flag on Cycle Batch
Issue:   When trying to post or edit a cycle batch the message below is received. How can we post or edit the batch?   Resolution: When posting a batch, the In Process flag gets set to prevent users from trying to edit the batch durin...
Find Invoices with Blank Item Descriptions (Internal)
A blank description can throw an error on the front end when looking at invoices. The script below will find all invoices with blank descriptions.   select a.Customer_Number,  b.Invoice_Number, b.Invoice_Id, c.description from AR_Customer a, a...
Negative and Zero Amount Credits (Internal)
The Script below finds all credits that have an amount of zero or less. This can cause errors on the front end   select a.customer_number, b.credit_number ,  b.Amount from ar_customer a, AR_Credit b where a.customer_id=b.customer_id and a.cu...
Update Orphaned Transactions to Approved (Internal)
If a transactions is set to Orphaned, but the linking invoice has been made, and there is a linking deposit check, You can update the trans_status to Approved.     update A set Trans_status = 'APPROVED', Trans_Message = 'APPROVED', SettledDate...
Internal - Find invoices in Cycle Batch (Internal)
Issue:   Invoices were printed by mistake and need to be put back in the print queue. How can we find the invoices that were created in the batch and put them back in the print queue?   Resolution: The script below can be used to find the A...
Find Invoices where no payment was made (Internal)
This script is used to find all open invoices with no payments   select Distinct a.Customer_Number as Customer Number, b.Invoice_Number, b.Invoice_Id, b.Amount, b.Payment, b.Payment_Date from AR_Customer a, ar_invoice b, AR_Invoice_Item c whe...
Can’t Change Branch on Invoice
When you create an invoice, that invoice can have the branch altered depending on the type of invoice. A job or cycle invoice can’t have the branch altered from the moment of creation. A Service invoice and a Miscellaneous invoice can have the branc...
When Changes can be Applied to Invoices by Invoice Type
There are four types of invoice for customers in Sedona Office. They are Cycle, Job, Service, and Miscellaneous. Each of these types of invoices allows a different level of alteration of the invoice after the invoice has been made, up until the in...
Submissions Date Not the same as Hold Date
Uusers may note the hold_date field on the SQL table for a customers transactions does not always match the hold date set on the payment method in the customer record. This is because the EFT Processing screen uses the hold_date field for all tra...
Manually emailing invoice(s)
SedonaOffice allows users to email an invoice manually. The following steps are needed to email an invoice manually: Open the invoice. Click on the email icon. In the To box, you will submit the email address to which the invoice wi...
Sandbox ACH-EFT setup
If a customer refreshes/updates their company Sandbox, the one module that should be checked and updated is the ACH/EFT setup module. If the company refreshes its Sandbox, all records are copied as if they were in a live production environment....
When Master Account Bill to should be Primary - How to Fix Master BillTo Showing N/A
The steps below will show how to fix the "Bill To" for a new recurring record on a Subaccount when the address shows as N/A when billing to a Master Account. For use when you want the master account to be the primary "Bill To" address on the subacco...
How To Hide/Unhide the “Remit To” Label on Invoices
  Customer Account From the Customer Account, open an Invoice and click "File" in the upper left corner of the Toolbar in Sedona.  Select Print Preview.  On the "Paper" Tab, select the "Print Form Text (labels) box. Click OK...
How To Print a Credit Memo
Customer Account From the Customer Account, double-click on the Credit that needs to be printed. When the Credit Memo opens, from the Sedona Toolbar, select “File” and “Print Preview.” The Credi...
Maximum Character Limit for Memos on Invoices and Credit Memos
Customer Account When printing a Customer Invoice or Credit Memo, you have the option to include an Invoice Item Memo for each Line Item. Each Line Item Memo will allow up to 2000 characters. The Memo section, located on the bottom ...
What is Quantity Based RMR
Quantity-based RMR is a database setting that you can turn on and off. Normally, the system sets the quantity based on the number of months being billed for. Which means 1 month of RMR is normally considered a quantity of 1. Quantity-based RMR allow...
How to Identify Credit or Payment on Invoice(s)
The following is how you can identify if an invoice has been paid or if a credit has been applied: On the Customer Account, go to invoices.   Under Net Due, if the amount is in Green, a credit has been applied to the invoice. If the col...
Scheduled CC/Bank (EFT) Transactions Stuck 6.2.0.19/20
142266 / 144983 Scheduled CC/Bank Transactions Stuck 6.2.0.19/20  In rare instances you may receive a case from a customer that has indicated that they are able to manually process transactions but their scheduled submissions on versions 6.2.0....