Here at ASI Computer Systems we receive dozens of calls each day helping advertising specialty companies find resolutions to all kinds of issues. In this and the next Issue of ProfitBuzz we are providing you with some of the most common questions and answers we have helped with in the past year. How do I research accounts receivable when it goes out of balance?

1. Determine the last time accounts receivable was in balance.
2. The most common out of balance issues come from journal entries to Accounts Receivable, Finance Charge Receivable or Customer Deposits. Research any journal entries that have been made sinse the last balance point.
3. Review Cash Receipts Journals for any credits or adjustments to the Accounts Receivable General Ledger account.
4. Print a Customer History report and look for the source “CV” and/or the amount you are out of balance. Only print the time period since you were last in balance.
5. Compare the Customer Open Invoice Report to your customer invoices.

How do I correct a credit memo entered incorrectly?

In the event a credit memo is generated incorrectly, determine where the error occurred.

1. Enter another credit memo applied to the original invoice number. Enter the incorrect entries the reverse of the original entries. The subtotal, shipping and tax should be the same but opposite (positive or negative).
2. Enter another credit memo correctly. Remember that the quantity is always negative and the price and cost are positive.

How do I put an invoice back on the system due to a non-sufficient funds (NSF) check?

This solution/method is only used if the invoice was paid in full:

1. In Hand Billed Invoices (use Shift F9 for help finding this option) enter the original invoice number, invoice amount and invoice date.
2. Leave all the other fields blank.
3. At the Additional G/L section, enter the general ledger number for the bank account that the check was deposited in. Enter the amount of the invoice in the amount column.
4. If any additional charges must be added to the customer’s account, add a second invoice indicating the additional charge.
5. If the check was deposited on an order, in Cash Receipts, adjust the payment off (negative) to your cash account.

If you have a question or need some assistance with ProfitMaker or other ASI Computer Systems products, you can access our support department via the WebQue, by email at support@asicomp.com, by fax at (800) 511-3634, or by phone at (319) 266-7426.  Many answers to common questions are available online at http://www.asicomp.com/support/.