Standard Accounting Procedures

This document describes how to manage some standard accounting procedures with opentaps.

Receivables

Customer Overpayments

If a customer sends a check that is too high, then:

1. Receive the check as is, either in CRMSFA > Orders >> view order's Receive Payment page or Financials > Receivables >> Receive Payment
2. Go to Financials > Payables
3. Create a "customer refund" type payment for the customer
4. Print the check and send it to the customer
5. Mark it sent.

Small Nuisance Differences

Sometimes a customer might shortpay an order by a small amount, say $0.50, and it's not worth it to collect the difference. In that case,

1. Manually mark the order approved in CRMSFA's order view. You can now ship the order, but the invoice would be left open with a small open balance.
2. To close out the invoice, have your system administrator add a payment type of "Petty Writeoff" which is a sub-type of Receipt, and use the PaymentGlAccountTypeMap entity to configure it to point to a special GL account. Then, simply receive a payment of this type "Petty Writeoff" type for the customer and apply it to his invoice.