XPOS - Clear Account Credit Balances

Modified on Tue, 14 May 2019 at 08:16 AM

In this example we clear all credits for a group of resigned members 

Step-by-Step Process

  • Open XPOS
  • Select Utilities
  • Select Letters tab 
  • Select New Letter
    • Type letter name i.e. Resigned Account Purge July 2019
  • Select Save Letter 
  • Return (Go Back) to XPOS main menu 

  • Select Customers 
  • Select Search 
  • Select membership type from drop menu e.g. Resigned, then enter Account Balance parameters e.g. accounts greater than > $0.  
  • Select Search 

(Note: To clear the Account Credits for an individual member, enter the member’s Customer ID and select Search. Continue to follow the process steps below and repeat for each individual member)

  • The List View will now include resigned members with Account Credits. 
  • We recommend you print a record of the account balances you are about to clear; 
    • Select File from screen menu (top)  
    • Select Print List
    • Select Yes 
    • Select Yes 
    • Print or export the list to save

  • Select Print Letters
  • Select Yes to use the current customer listing

  • Select the letter you created in Utilities from the drop menu
  • Select Account Balance Voucher
  • Check Tick Box: 'Clear customers account balance after printing letter' and enter a name for your Account Balance Voucher in the blank field i.e. Resigned Member Account Clearing July 2017
  • Select Expiry Date, Month and Year from drop menu i.e. July 2019
  • Select Print/Preview 
  • Close the Print Preview screen
  • Select Yes
  • Select OK
    • Account balances for all resigned members will now be cleared 

Once you have completed this process we recommend to 'hide' this Account Balance Voucher from reporting, 

  • Select Customers (from main menu)
  • Select Accounts 
  • Select Voucher Maintenance 

  • Find the Account Balance Voucher in Available Vouchers List; usually located towards end of list
    • If you have cleared the account credits by individual member, you will need to hide all the individual member vouchers to ensure they do not appear in your current reporting
  • Select the Voucher
  • Click on the -> icon to Move it to the Hidden Vouchers List
  • Select OK 


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