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About Entries for Normal Transactions

The following examples demonstrate the GL entries made for a normal $100.00 order and payment (Scenario #1) and the GL entries made for an order using a prepaid deposit (Scenario #2).

Normal Payment Transaction Example

In this example, the order process is done in the "normal" method. A customer places an order for items totalling $100.

Account

Debit

Credit

A/R

$100.00

 

Sales

 

$100.00


A payment is received for the order, in the amount of $100. The following GL Account entries are created to recognize the payment for the order:

Account

Debit

Credit

Cash

$100.00

 

A/R

 

$100.00


The order and payment transactions result in the cancellation of the A/R GL entries and cash and sales balance of $100.00 each, respectively.

Prepaid Deposit Example

In the second scenario, a credit memo is used to pay for a portion of the order.

Account

Debit

Credit

A/R

$50.00

 

Sales

 

$50.00


The following entries are generated by the credit memo payment:

Account

Debit

Credit

Cash

$50.00

 

A/R

 

$50.00

Account

Debit

Credit

A/R

$50.00

 

Cash

 

$50.00

Result

All entries cancel. No GL activity.
This second scenario would normally result in the entries cancelling and therefore not have any GL activity. However, if the A/R accounts are different for the product on the regular order versus the Credit Memo order, only the Cash entries will cancel. This will result in:

Account

Debit

Credit

Credit Memo A/R Account

$50.00

 

Regular Order A/R Account

 

$50.00

 

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