A bounced check can cause all sorts of problems for your accounting team. It's good accounting practice to have records for all received Payments, even if the check bounces. Even if a check doesn't clear, sometimes after contacting the Client the same check may later clear. In this scenario, the best things to do is to change the Payment amount to zero and record a message in the Memo field. This retains the Payment record and allows you to change it in the event that the Payment eventually clears.
To mark a check Payment as "bounced", use the following steps:
- Navigate to the Client's Account.
- In the Accounting header, click All to bring up a list of all transactions.
- Click on the Payment that represents the bounced check.
- Un-allocate the Payment from any Invoices
- Change the Amount to zero.
- In the Memo field, make some kind of note as to why the Payment amount was changed.
- Click Save & Close.
The Client Account will now show the open Invoice(s) in the Accounting area and the Account Balance will adjust to include the previously paid balance.
Note: If you sync with QuickBooks, you may want to speak with Service Autopilot QB Sync Support to discuss the best option. QuickBooks has several ways of recording bounced checks and most of them do not sync to SA.