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<< Click to Display Table of Contents >> Navigation: MLS 2026 Fully Integrated Accounting > Accounts Receivable > Handling special A/R Situations |
Even with a well-managed Accounts Receivable process, situations arise that require special handling. This section outlines common problems and the practical steps to resolve them using MLS 2026.
If you need to print a statement for one account:
1.Go to Receipts → Edit
2.Locate the account
3.Change the Billing Cycle to a temporary code (for example, X)
4.Go to Reports → Statements
5.Enter the same temporary cycle (X)
6.Enter the closing date and interest settings
7.Print the statement
8.Return to Receipts → Edit and restore the original billing cycle
Tip
If a client regularly requires individual statements, assign them a dedicated billing cycle.
If the A/R total does not match the A/R asset account in the General Ledger, a transaction is usually not properly tied to an account.
Run a Transaction Report for a wide date range
(example: 01/01/1980 – 12/31/2099)
Look for:
•Transactions tied to accounts with no billing cycle
•Transactions with unusually old dates
•Accounts that have not been closed
•Assign affected accounts to a temporary billing cycle
•Re-run balance reports
•If correct:
oPrint statements
oClose the period
•Ensure old accounts are properly closed
There may be file corruption in aartrn.dbf.
•Run dSalvage to test and repair the file
•A common issue is a stray end-of-file marker, which can be removed
When a check is returned:
•Post a negative payment (example: -125.00)
•Apply it to the original invoice
If the invoice is already cleared:
•Post the amount as a negative credit
This method is strongly recommended because it:
•Adjusts income correctly in the General Ledger
•Provides a clear explanation
•Produces a printed record
•Creates a permanent audit trail
•Enter a negative part price using a part named Credits
•Enter negative labor with an explanation
You can enter a negative charge directly in A/R.
Limitations:
•You must manually select the correct G/L account
•Parts, labor, and profit reporting are not adjusted
1.Enter a reversing transaction
oSame details
oAll amounts negative
2.Enter a new, correct transaction
If payments were applied and invoices are closed:
•Do not reverse the entire transaction
•Post only the difference between:
oWhat was entered
oWhat should have been entered
When an account becomes uncollectible:
1.Create a negative invoice
oInclude notes describing the situation and collection efforts
2.Total the invoice (it will be negative)
3.Post it to A/R (no payment entered)
•Creates a permanent record
•Maintains a clear audit trail
•During the next closing:
oMLS 2026 will clear the balanced account automatically
•Always document adjustments clearly in Notes
•Use credit invoices whenever possible
•Avoid leaving unresolved discrepancies between A/R and G/L
•Close periods regularly to prevent buildup of errors