Clearing the Current Payments and Deposits

Work in Progress that includes cashiered (paid) but un-posted invoices or repair orders with deposits can cause conflicts when Manage is integrated with QuickBooks. If these are not reconciled, credits will be created in QuickBooks that are not connected to an invoice. When the invoice is later posted or additional payments are made in MANAGE SM the invoice written to QuickBooks will not automatically connect to the credit.

To avoid conflicts with credit memos and new invoices, post all invoices that are paid in full and credit all deposits on repair orders prior to integration.

To clear cashiered and un-posted invoices and deposits on Work in Progress before integrating with QuickBooks, use the Current Payments and Deposits report:

1. From the Reports menu, select Customer Reports > Current Payments and Deposits report.

Result: The Current Payments and Deposits report prints.

2. If the Current Payments and Deposits Report indicates un-posted invoices that you want to clear (Invoice - Cashiered), you can post the cashiered invoices.

   1. From the Main shortcut bar, select Work in Progress, Saved Estimates button.

   2. Click on the Cashiered tab.

   3. Locate the cashiered invoice.

   4. Double-click on the invoice to open it.

   5. Click the Post button located in the lower right hand corner of the ticket.

   Result: The invoice is closed and sent to the Service History table.

3. If the Current Payments and Deposits Report indicates deposits on repair orders. You can wait until the repair order is completed and posted before integrating with QuickBooks or you can reconcile the credit memo after integration.

   To reconcile the Credit memo:

   1. Make a note of the repair order number.

   2. After integrating MANAGE SM with QuickBooks, locate and delete the credit memo.

   Note: While MANAGE SM is integrated with QuickBooks, payments applied to ALLDATA MANAGE are automatically applied to QuickBooks.

4. After posting cashiered invoices, run the Current Payments and Deposits report again to verify that only the appropriate customers are listed.

Notes:

• If you chose not to post all of the invoices with payments, after integrating with QuickBooks, remember to remove the credits in QuickBooks relating to the un-posted invoices.

• While MANAGE SM is integrated with QuickBooks, payments applied to ALLDATA MANAGE are automatically applied to QuickBooks.