One of PaythePoolman’s most effective tools for finding out why a customer has a balance remaining or a credit towards their account is the Customer History Quick Report. This report is accessed from the Customer’s page, under Quick Reports.
A formatted letter is generated in PDF format to the customer from your company. Below the letter are two tables: on the left is Invoice History, and on the right is Payment History as shown above.
If you run into a situation where you are trying to track down a remaining balance or a credit due to an over payment, it is recommended to print the report and go line-by-line starting at the bottom to start highlighting or crossing out invoices and payments once they have been reconciled. In the example shown above, all of the money invoiced for has been paid in full with no over payment.
In this example, an over payment of $15 had been made. The fix may vary from situation to situation. Sometimes you may need to delete a over payment and then re-add it back in, applying part of it to the original invoice and the rest to another invoice. If it was by check, ensure that you record the check number and download the picture of the check (if a photo was included with the first payment). This will ensure that you are able to properly apply the payment back in again to fix the accounting issue.
Please call or text to 951-234-5166 or email us at support@paythepoolman.com if you need any assistance in accessing or employing the Customer History Quick Report.
For information on the other Quick Reports available, click here.