Overview
Sometimes a payment is recorded in Aspire without being linked to the correct invoice. This article walks you through how to find an unmatched payment, apply it to the right invoice, and handle common scenarios like deactivated contacts or reassigned contacts.
Things to know
Aspire is a property-centric system. When you create a payment, select a property or opportunity to keep records accurate from the start. This article covers what to do when that step was missed.
If a contact tied to the payment has been deactivated or replaced, additional steps are required. See the sections below.
Requirements
To access the Receivables, Payments, and Deposits screens from the Invoicing module, you need View Accounts Receivable added to your user role.
To view the A/R Aging report, you need View Reports and View A/R Aging Report added to your user role.
To reactivate contacts, you need Edit Contacts added to your user role.
To create credit memos, you need to Add Credit Memo to your user role. To create Miscellaneous Invoices, you need Create Invoice added to your user role.
Steps
Find your payment in the A/R Aging report
Open the Reports module.
Select Standard Reports at the top of the page.
Under the Administration section, select the A/R Aging report.
Scroll to the Payment Source section at the bottom of the report.
Locate your payment and note the contact name and payment amount.
Apply the payment to an invoice
From the quick menu, select New Payment.
In the Contact field, type the name of the contact from the A/R Aging report.
Select Apply.
On the payment screen, select the checkboxes next to the invoice and the payment to match them.
Adjust the invoice and payment amounts until the payment total shows either a zero balance, or the remaining amount due after the payment is applied.
Select Save.
For more details on applying payments to invoices, read our Applying Payments to Invoices article.
Reactivate a deactivated contact
If the payment is tied to a deactivated contact, you will not find the contact in a default contact search. Follow these steps to locate and reactivate the contact.
Open the Contacts module.
Search for the contact by name.
If no results appear, remove the Active filter from the list. You can select the trash can icon on the filter or select Clear All at the bottom left to remove all filters.
Select the contact to open their record.
At the top of the contact screen, select the Active radio button to reactivate the contact.
Update the contact record with the intended company.
Select Save.
After reactivating, return to the steps in the Apply the payment to an invoice section above.
Resolve a reassigned contact
When a different contact has been assigned to the property, the original invoice and payment may not appear together. In this case, create a miscellaneous invoice and a credit memo to clear the balance from the original contact.
Create a miscellaneous invoice:
From the quick menu, select New Invoice.
Open the Invoicing module.
In the Item Type field, select Clean Up A/R.
Note: The options in the Expense dropdown are configured in Administration > Lists > Payment Categories. Select New to create a custom category if needed. Common examples include Bad Debt, Barter, Balance A/R, and Advertising.
For more details, read our Miscellaneous Invoice article.
Create a credit memo:
Create a credit memo for the original payment amount.
Select the checkbox to credit it as an expense.
In the Expense Type field, select Clean Up A/R.
Select Save.
This applies the payment to the property or opportunity. For more information on these steps, read our Credit Memo article.
Expected results
After completing these steps, the payment is associated with the correct contact or property. The A/R Aging report reflects the updated balance, and future payments for this contact are easier to track.