How to Remove an Orphan
In Accounts receivable sometimes you have items on your list called Orphans. They are payments or credits that are not properly applied to an invoice (the invoice doesn't exist).
Normally, your prepayments will show as orphans until the invoice rolls through to the accounting system.
if you somehow never bill out the job or want to reapply that payment to another invoice, just right click the payment and change its apply to number as follows:
then modify the apply to number and select a valid invoice:
Once applied the payment will now either pay off the invoice or be considered a partial payment:
Fully paid items will purge out of A/R into the paid invoice table for future reference.
If you have an orphan that is more than the amount of the invoice you want to pay, you need to follow these steps to apply the payment.
1. Update the applies to document to an open credit (leaving the applies to number blank).
The system will complain, but let you do it.
2. Go to cash entry and check the box to apply an open credit.
3. Select that payment and apply it to the invoice that is less than the amount of the payment.
4. If you want to apply the remainder to another invoice you can do so here either as a partial payment or a full payment.
5. if you want to apply the remainder to an open credit, select that radio button and you can apply that amount later.
If you have an orphan that is a credit memo (-2) and not a payment and the value of the credit is more than the invoice you want to apply it to, you can follow these steps to apply off the credit.
1. change the applies to number of more than one invoice so the total of the combined invoices is larger than the credit.
2. Update the credit memo's applies to document number to match the applies to document number of the invoices you updated.
3. The next time you apply cash, select the grouped invoices and credit and apply the remainder. Once the balance is zero the group of items will purge.
If an orphan payment is left behind after crediting an invoice and moving it to another account, you can void the payment by:
Select the payment to be voided and click the void button.
The payment will be backed out of the system. it should appear on the cash journal and your monthly activity reports will show the negative payment.
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