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<< Click to Display Table of Contents >> Navigation: MLS 2026 Fully Integrated Accounting > Accounts Receivable > Accounts Receivable Troubleshooting Guide ( MLS 2026 ) |
Even with a well-defined workflow, issues can occur in Accounts Receivable that require special handling.
This section outlines common problems, their likely causes, and the steps to resolve them.
👉 Use this guide whenever something “doesn’t look right.”
•Need to print a statement for one client only
•Statements are processed by billing cycle
1.Go to Receipts → Edit
2.Change the client’s Billing Cycle to a temporary code (e.g., X)
3.Run Reports → Statements for cycle X
4.Print the statement
5.Restore the original billing cycle
Tip
Assign frequent-request clients their own billing cycle.
•A/R total ≠ G/L A/R account
•Totals appear incorrect
•Transactions not tied to valid accounts or billing cycles
1.Run Transaction Report (wide date range)
2.Look for:
oMissing billing cycles
oVery old transactions
oAccounts not closed
3.Assign affected accounts to a temporary cycle
4.Re-run balances and statements
5.Close the period
6.Close outdated accounts
•Run dSalvage on aartrn.dbf
•Corrects file issues (e.g., stray end-of-file markers)
•Payment reversed by the bank
•Post negative payment (e.g., -125.00)
•Apply to original invoice
If invoice is already cleared
•Post as a negative credit
Why
•Adjusts income correctly
•Provides printed record
•Maintains audit trail
•Enter negative part (Credits)
•Enter negative labor with explanation
•Enter negative charge in A/R
⚠️ Limitations
•Must manually assign G/L account
•Does not adjust parts/labor/profit
•Wrong amount, date, invoice, or G/L
Was the invoice cleared?
↓
YES NO
↓ ↓
Post difference Reverse entire entry
only (negative transaction)
then re-enter correctly
1.Enter reversing transaction (all negative)
2.Enter correct replacement
•Account is uncollectible
1.Create negative invoice
2.Document collection efforts
3.Post to A/R (no payment)
•Account balances to zero
•Cleared during next closing
Important
•Set Flag = HOLD
•Uncollectible balances remain
1.Go to A/R Tools → Write Offs
2.Select account
3.Double-click invoice
4.Enter write-off amount
5.Repeat as needed
6.Select Process
Tip
•Set account to HOLD after write-off
•Growing number of late accounts
•Cash flow pressure
•Review Overdue screen weekly
•Document all contact attempts
•Follow up consistently
•Flag repeat offenders (HOLD)
•Adjust credit limits if needed
Pro Tip
•Use a headset for faster note entry
•Closed workorder missing from A/R
•A/R account not created
•Incorrect A/R number
•Alternate Billing not set
Check A/R account exists
↓
Correct account if needed
↓
Press REFRESH in A/R
↓
System pulls missing balance
•Missing or duplicate charges
•Missing payments
•Run Individual Account Report
•Use full date range
•Provide to client for review
•Aging incorrect
•Statements don’t match balances
•Completed items missing
Late closing breaks the link between:
•Statements
•Account history
•Aging
1.Re-run statements for affected cycle
2.Close the period immediately
3.Review aging and overdue accounts
4.Document discrepancies in Notes