Debtors Account Validity Help
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- Horatio Waters
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1 Debtors Account Validity Help An Account Validity is run prior to sending out the monthly accounts. This ensures that the correct billing is sent to the Families, if there are any errors they must be corrected prior to printing the accounts. An Account Validity can be run at any time; the best times to run an Account Validity are; After major school fee billing before sending out the accounts to families Prior to any Period or End of Year roll over If your Debtors reconciliation with the Ledger is out of balance Important: There are two ways of correction for an Account Validity issue, via the Account Master File or via the Account Validity you must work out which is the correct balance before correcting the problem. Step 1 Back up your Data... 1 Step 2 Run an Account Validity... 2 Step 3 Run a Debtors Reconciliation... 3 Step 4 How to find out which Balance is correct... 4 Step 5 (Master Figure is correct from Step 3)... 5 Step 6 (Calculated Figure is correct) from Step Step 1 Back up your Data Prior to running an Account Validity it is advisable to back up your Family and Student file. 1. Go to Utilities and select Backup 2. All 3. Click [Backup Data] Page 1 of 7
![At the next window leave the defaults and click [Create Backup].](/docs-images/90/104356416/images/2-0.jpg "Step 2 Run an Account Validity Path: Debtors > Account Validity If the")
2 At the next window leave the defaults and click [Create Backup]. Step 2 Run an Account Validity Path: Debtors > Account Validity If the Validity comes up with zero then you do not need to read further. Always keep a copy of the printout so you know when this last balanced. 1. Leave the Family codes blank for All families when running the Account Validity. 2. Select Print Errors Only. 3. Select Preview. 4. Click [Print]. Page 2 of 7
3 If the Account Validity has a problem this must be corrected before going further. If you have an account validity issue you need to work out if the correct balance the : Calculated balance or the Account Master file Balance; Note: If you have a lot of Families with issues contact PCSchool as there may be a quick way of correcting the balances but check a few families to see what the correct balances should be. 1. Opening Balance - Check your closing balance (go back to your snapshot e.g. Debt 2015 and see what the closing balance was also Sundry and other balances. 2. Closing balance as the Ledger believes it to be is the Account Master File figure. 3. Closing balance as the Debtors believes it to be is the Calculated Balance. You may also have a Sundry Calculate Balance. 4. These two columns should show the same figures, in this example Sundries is correct but Debtors proper does not balance. Step 3 Run a Debtors Reconciliation Make sure if balance before you start print a copy of this or save to file Page 3 of 7
4 Step 4 How to find out which Balance is correct 1. Check your closing balance (go back to your snapshot e.g. Debt 2015 and see what the closing balance was also Sundry and other balances. 2. Print a Debtors transaction listing: Path: Debtors > Debtor Transaction Listings Check entries to see if look correct a. Check entries to see if look correct b. Get Closing balance from your snapshot e.g. Debt 2015 c. Add or minus your Receipt total. d. Add or minus your Invoice total e. Your Closing Balance should be this. You may need to check also: Sundries run a Sundry Transaction Aged Report You may also need to print a Holding Deposit Important: Do Not Correct the figures if you are not sure what you are doing and please ring PCSchool for help before trying to do this. Page 4 of 7
5 Step 5 (Master Figure is correct from Step 3) If the Master file balance matches: In this example the Master File balance at the top is showing correctly at the TOP figure is correct and the Calculated Balance is wrong. To fix this kind of error: Path: Debtors > Account Validity This is the correct way to correct this issue; through the Account Validity, 1. Select the family [From and To]. 2. Select the option of [Correct] 3. Click [Print]. Then tick [Print Errors Only] and [Print] again to make sure it is correct. Page 5 of 7
6 Step 6 (Calculated Figure is correct) from Step 3 If the Calculated balance matches: In this example if the Master File in incorrect and the Calculated balance at the BOTTOM figure is correct. To fix this kind of error: Path: Debtors > Account master File The calculated Balance is corrected through the Account Master File but care must still be taken to ensure the opening balance does not change. 1. Select the Family. 2. Click the [Validate] button. 3. Click [Yes]. Page 6 of 7
7 Be very careful saying yes to this, make sure the opening balance does not change and the balance is correct. 1. Check the Year Opening Balance, this must not change. 2. Check the Balance is correct; this should match your calculations based on the Transaction Listing. 3. Click [Yes] to save the changes. Once any necessary correction has been done re- run the Validation process and continue with the next family if any more are involved. Also run your Debtors Reconciliation and check that it still balances. If not check the families you have corrected. Page 7 of 7
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