Sometimes you may make mistakes in applying payments or need to process a manual reversal. Some common errors are:

Entering an inaccurate payment amount
Selecting the wrong payment type
Applying the payment to a wrong invoice
Entering the payment in the Payment window of the wrong customer
The payment was already reversed already
The payment is no longer valid and was returned

Once you enter a payment in Printer’s Plan (a deposit to an Order or a payment for an invoice in the A/R section), you cannot delete it; however, you can reverse it. This topic covers the process of reversing payments already entered.

Automatic Reversal of Payments Entered in A/R (for Printer's Plan version 2017 and newer):

There is the functionality to reverse payments with one click. This button can be found in the A/R tab, under the Payments Received section. Find the payment you would like to reverse under Payments Received and click on it to highlight it.

In the top right-hand corner of Printer's Plan, you want to click this button.

This will both create a negative payment in A/R for the amount of the payment as well as remove those funds from the work order. If you are not on version 2017 or later or the system prevents a reversal you will have to make manual adjustments as described below.

Manually Adjusting Payments for Printer's Plan A/R:

If you have a payment that is incorrect in A/R and you are unable to reverse it, you need to do the following to correct the situation:

Correct the Payment Journal by adding a negative payment record.
Correct the "Paid" amount on the job so you have a correct balance.
Create a new correct payment manually.

The next paragraphs explain each of these steps in detail.

1. Correct the Payment Journal by adding a negative payment record.

1.1) Open the Payment window for the customer who received the incorrectly applied payment. (For instructions on opening the Payment window of a customer, see the inset titled “Payment Window of a Customer in A/R” under “Receiving Payments”.) Then, enter the following:

Type: Select the payment type you originally selected for the payment.
Ref.: Type Reverse Payment. The entry in this field will serve as a reference for you in the future; therefore, you may use any other words of your choice.
Amount: Enter the amount of the incorrect payment as a negative amount with a minus sign (-) in front.

CAUTION: Do not apply the payment to any invoices.

Now the Payment window should look similar to the following:

1.2) Click Yes. This window explains that this will only add a payment to the Payment Journal but will not affect any Invoices or Credits.

Now the Payments Received list includes a negative payment amount, which offsets the original payment amount.

2. Correct the "Paid" amount on the job so you have a correct balance.

2.1). In A/R, find the incorrectly paid invoice and open its Job Totals window as explained in the following inset.

To Open the Job Totals Window:

If the invoice was paid in full:

Open the Invoices Paid in Full folder
If the date the invoices was paid is today, click on Today. Otherwise, click Other Date..., enter the invoice number, and click Find Now.
Double-click on the invoice. The History Job window opens.
Click Job Totals at the bottom. The Job Totals window opens.

If the invoice was partially paid:

Open the Payment window for the customer that received the incorrectly applied payment.
Click on the incorrectly paid invoice to highlight it.

CAUTION: Do not check the box next to the invoice.

3. Click Edit Job Totals on the left pane. The Job Totals window opens.

2.2) In the Paid field, highlight the amount and adjust it.

If the incorrectly applied payment was the only paid amount in this Job, enter 0 (zero).
If the incorrectly applied payment was added to an earlier paid amount, enter the earlier paid amount.

CAUTION: Be sure to enter any paid amounts as a negative number.

EXAMPLE: Previously a payment of $233.88 had been correctly applied to an invoice. Today you erroneously added a payment of $150 to the same invoice. Now the Paid field shows -383.88. To remove the incorrect payment amount, enter -233.88 (=383.88 – 150).

2.3) Click OK to close the Job Totals window.

3. Create a new correct payment.

Proceed to apply the payment correctly. (See “Receiving Payments”.)

Adjusting Payments Applied to Orders (Deposits)

If you have applied a payment incorrectly to an Order, (incorrect payment amount, payment type, invoice, or customer), do the following to fix the error:

Reverse the payment
Enter the payment correctly

These steps are described in detail below:

1. Reversing the Payment:

1.1) In the Jobs section, find the incorrectly paid order and open it.

1.2) Click Balance Due, (or Paid-In-Full if the balance is zero) to open the Deposit window.

1.3) In the Deposit window, enter the following:

Tendered: Enter the payment amount with a minus (-) sign in front.
Paid By: Select the payment type you selected for the incorrect payment.
Reference: Type Reverse Payment. (The entry in this field will serve as a reference for you in the future; therefore, you may use any other words of your choice.)
Date: Today’s date (date of the local computer) is automatically assigned. You cannot edit the date.

1.4) Click the Save button and close the window.

Now the Payment is reversed and has been removed from the Order.

2. Create a new correct payment.