Standard Accounting Procedures

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


Canceling Orders and Releasing Payments

When you cancel an order in CRMSFA, uncaptured credit card authorizations are automatically released, and settled credit card captures are automatically refunded. If the order were paid with cash or check, then use Financials > Payables and create a new payment of the type "Customer Refund" for the customer.

Chargebacks and Returned Checks

If a customer payment is either reversed due to a chargeback or a returned check, then find the payment in Financials > Receivables >> Find Payment. Void the payment, and the invoice is open again, and the customer's receivables balance will increase again.

If the invoice cannot be collected, then find it and write it off.

If you receive a payment which includes chargeback or returned check fees, then receive the full amount, apply the amount to the invoice and the residual to an income account for such fees.

Refunding Customer Overpayments

If a customer sends a check that is too high, and you wish to refund it, 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.

Using Customer Overpayments for Next Time

If you want to use a customer's overpayment for the next invoice, then receive the full payment, apply it to the invoice amount. When more invoices are issued, you can go back to the payment and apply the remainder to future invoices.


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.

Bank Fees and Credit Card Discounts

Most credit card processors charge a fee on each transaction which is deducted from your account at the end of the month. To support this,

  1. Reconcile each day's settlement at their actual amounts
  2. Use Financials > Transactions >> Quick Transaction to enter a Debit to a merchant account fees GL account and Credit to your credit card settlement account each month when the credit card fee is received.

Wire Fees

If you receive wires, the bank may also deduct a fee from the amount sent from your customer. Your options are:

  1. Receive a payment for the full amount of the invoice, apply it to the invoice to cause it to be paid. Then, create a transaction to Debit Wire Fee Expenses and Credit Checking Account for the amount of the wire.
  2. Create a payment for the amount actually received and apply it to the invoice. Then create a credit memo for the balance to be forgiven, and apply the credit memo to a billing account. Finally, use the billing account to pay off the invoice.

Billing for Special Accounts Items

Sometimes you need to bill for special items which have been charged to a specific GL account. In that case, create a Sales Invoice to the recipient and use the override GL account on each invoice item.