ManEx recommends keeping information in the system as accurate as possible.  Trying to work around an apparent problem is likely to create other issues and concerns.  Recording inaccurate information will lead to inaccurate results.

In a situation with missing or closed customer credits, ManEx suggests the following:

• Create a deposit for the actual check amount -  If the invoice is for $1,000.00 and the customer pays $800.00 and tries to apply a missing/closed/non-existent credit for the balance, record a payment for $800.00.
  
  
• Inform the Customer - As soon as possible, notify the customer that the applied credit is already applied, or is not entered in the system.  The invoice will remain open with a $200.00 balance until the matter is resolved or the invoice is paid in full.
  
  
• Apply Future Payments - If the customer realizes the credit does not apply and sends another check for the balance, users can record another payment to close the invoice.
  
  
• Create/Update Credit - If users later discover that they do owe or want to credit the customer the $200, they can create a General Credit Memo and apply it to the invoice via the AR Offset Module.
  

Following these steps will ensure the system reflects the current state of the invoice and allow users and customers to research the matter.

To fully track the progress of the issues, users can make notes of each call* with the customer in the AR Aging module, or create an action item in the Customer Follow-up module.