I don't think the following can be accomplished.

Customers pre-pay several months in advance for services. These payments are taken into AR as a cash receipt leaving a credit balance. Monthly we create new/monthly invoices for these services. If a payment is made by Credit Card, then we apply the CC payment during invoice prep.

Is there a way we can apply the AR credit that is on file? I believe the answer is no, because it is not a new cash receipt. Currently we apply the credit balance to the posted invoice in AR after posting the invoices. It would be nice to be able to send a "Paid" invoice to the customer.

You can always create an "item" in invoices with just the text "Pre-Paid" or whatever.

It is also possible to read AR data within the Invoices designer, so you could show the credit remaining.

You might find it simpler to set up these customers as "balance forward" in AR. However, to do so now, you would have to create new customers since you cannot change the type of an existinig customer.

Hi Kay,

Adagio Invoices won't be able to do what you outlined easily (if at all).

You could post the payment in AR with a 'to-be-determined' invoice number (a 'UP' detail type), and then later on post the first Adagio Invoice with the same document number. This would automatically match up to the AR credit. However this would work for only the first invoice as AR won't allow duplicate invoice numbers.

You could post the pre-payment in AR as several payments, one per month, each with an unapplied payment detail and an invoice number. Then each month use that invoice # in Adagio Invoices to match up to the particular pre-payment. The major draw-back here is that you have to get the right invoice number and that likely would be quite time consuming. Technically possible but not so efficient...

Thanks for confirming my suspicions. Generating 50+ invoices/month and trying to jury rig just won't get it because accidents will happen.

It is very easy to apply pre-paid credits after invoice posting and our customers will have to rely on monthly statements to forecast credit applications.

Thanks for the rapid response.

Oops! Accidents happen. I meant to type 500+ invoices/month.

Hi Ralph,

Just a note that you can change a customer from Open Item to Balance Forward (and vice versa) without creating a new customer.

I can see how this facility would be useful. Thanks for describing the problem.

Another little twist.

A client has a resential community with a membership of around 800 people. I have set him up in recurring invoices with payments attached.

The batch is archived and it works very well.

However, when there is a price change ? they have various things that are charged to the residents ? done in separate batches ?

If you go up to maintenance and update archive batches and choose to update the price on the item fields ? it does that but it will not update the payment field.

If it is an easy fix, they are trying to get it into the Vista upgrade.

Carol
CW Consutling