If the paid invoices are not applied at the time of posting payment, they will be listed on customer's statement as individual item. If the paid invoices are applied properly when payment being posted, they will not be shown at all when we check the box "OS transactions only". There are situations when those paid invoices are not applied properly and we want to clean them up before we send out statements. What's the correct way to offset the debit (paid invoice) and credit (payment or credit note) so that they will not be listed on the statements.

Hi Kitty,

If there are only a couple of these scenarios, you can create a cash batch entry for 0.00 and apply it to both the invoice and the payment. No accounting acitivity occurs, and now that the transactions have been applied to, there will be a Current transaction balance of 0, meaning they will no longer appear on reports and statements if you suppress completed transactions.

If these transactions are more numerous, you can use the Write Off Batch function to generate adjustments to all of them. When you run the function, set a Customer Balance range of 0 to 0, which means only customers with a net zero balance will be read and only transactions with a non-zero balance will be adjusted. This process creates an Adjustment batch with can be auditing prior to posting, and this batch also has a net-zero accounting affect.

To see a video on how to use the Write Off batch function for this purpose, the ShowMeHow video on using Write Off Batches may be interesting.