VIP clients: why the debt does not converge and how to find discrepancies

Instructions for diagnosing situations when the total balance of a VIP client does not match the list of unpaid sales, or when payments are “lost” in settlements.

When a VIP client’s debt does not match unpaid sales

• The amount in “Balance with partners” differs from “VIP unpaid sales”.

• The client returned goods, but the debt was not written off.

• There is a negative debt (advance payment), but the program does not offer to use it.

What signs indicate errors in VIP settlements

• debt-mismatch — there is a total debt, but the list of goods to be paid for is empty.

• payment-lost — the money was accepted, but the sale remains “unpaid”.

• return-error — after returning goods, the balance became incorrect.

• negative-balance — negative debt without a clear reason.

How to quickly check where the payment disappeared

If the debt is “hanging”, but the client definitely paid — open the “Settlement card” for the entire period.

In 80% of cases:

• the payment was made with a financial document without linking it to the sale;

• or a financial document was deleted after the return of goods.

Diagnostics and solutions

A. Incorrect VIP accounting mode (most common)

Sign:
You are trying to reconcile debt by sales, but the settings are set to “Goods and money balance” mode.

Where to check:
Settings → Parameters → VIP clients

Solution: for detailed control, the mode should be “Partial payment with item breakdown”.

B. Return of goods without a financial refund

Sign:
The goods were returned to the warehouse, but the client’s balance did not change or changed incorrectly.

Check:

1. Payment → Balance with partners

2. Settlement card → entire period

3. Whether there is a financial document (expense order) at the time of return

Solution: if there is no financial document — the balance remains incorrect. The return of goods and the return of money are two separate documents.

C. Payment without linking to the sale

Sign:
The payment was entered through a Financial document (receipt order), and not through the “Pay” button in the sale.

Consequence:
In linked modes:

• the total balance decreases;

• specific goods remain “unpaid”.

How to fix: cancel the order and make the payment through:

• Sale, or

• VIP unpaid sales.

How to check that the debt has been restored correctly

1. Balance with partners — amount 0 or actual debt.

2. VIP unpaid sales — the list matches the balance.

3. When selecting a client at the checkout — the correct debt is displayed.

How to avoid discrepancies in VIP debts in the future

• Repay debts only through the “Pay” button in the sale if the Partner balance breakdown mode is set. 

• When making returns, make sure a financial document is created.

• Do not change the VIP accounting mode to “another” one in a database with debts.

How to manage settlements with VIP clients in Torgsoft?

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