Correcting undercharges on statements

If you charge a customer too little on a statement, what you do depends on whether you have sent the statement yet.

To correct undercharges if you haven't sent the statement yet:

  1. Open either the customer's register or your A/R register.
  2. Find any incorrect charges. Change the amounts of those charges.
  3. Click Record to save your changes.
  4. Reprint the statement.

    Tip 1: In the Select Statements to Print window, make sure that the date range of the reprinted statement is the same as it was for the original statement.

    Tip 2: If you are reprinting a statement for one customer only, be sure to select the “One customer” option when the Select Statements to Print window appears. Normally, this window is set to print statements for ALL customers.

To correct undercharges if you've already sent the statement:

  1. Open either the customer's register or your A/R register.
  2. Enter an adjustment charge to appear on the customer's next statement.
    • Enter the item you undercharged. This ensures correct accounting on your reports.
    • Make the amount equal to the difference between the correct amount and the amount you charged the customer. For example, if you charged $5.00 when you should have charged $7.00, enter the adjustment charge as $2.00.
    • Edit the item description in the Memo field so that it shows what you want your customer to see on the printed statement. For example, you could add the phrase “Balance due for” to the beginning of the item description.
    • Check the date of the charge. If necessary, change the date so that it falls within your next billing period.
  3. Click Record.
  4. When it's time to bill your customer again, print the customer's statement.

    The statement should include the adjustment charge along with any other charges for the billing period.