# Afton Electric QBO Cleanup — Session Checkpoint
**Date:** 2026-05-20 | **Status:** IN PROGRESS — Reboot called, resume here

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## What Was Built This Session

- **j2-qbo MCP server** is LIVE at `C:\PKA\Atlas\app\j2_qbo_mcp_server.py`
- Registered in `C:\PKA\.mcp.json` — auto-loads on Claude Code startup
- 22 tools: 18 reads (direct to QBO), 8 writes (queued), 2 system tools
- QBO Workflows/automation confirmed OFF ✅

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## Key Findings — Afton Electric

| Issue | Amount | Count |
|---|---|---|
| Undeposited Funds (never matched) | $562,665.90 | 394 payments |
| Duplicate phantom payments | ~$22,400 | 40 pairs |
| RBFCU Checking balance | **-$135,386** | (negative) |
| Forced Rec Adjustments | $800,070 | (must be reversed) |
| Open AR | $134,480.67 | |
| Past Due AR | $93,866.37 | |

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## Cleanup Steps — IN ORDER

### Step 1 — Riv: Customer Null-Fix Script ⏳
- Find all customers where `FamilyName == "null"` → set `FamilyName = ""`
- Fix `Afton Electric, LLC null` (Id 951) FIRST
- Fix phone-number-in-name records (15 records)
- One-time script against Afton QBO realm

### Step 2 — Riv: Add `get_payment` Endpoint ⏳
- Add to `j2_qbo_mcp_server.py` so Ledger can queue voids instead of Jimmie doing them manually

### Step 3 — Jimmie: Manual Customer Merges in QBO UI ⏳
QBO merge is UI-only — go to QBO → Customers → find each pair → Merge:

| Keep | Merge/Delete | Issue |
|---|---|---|
| Anne Fisher (Id 1099) | AnneFisher (Id 1112) | Missing space |
| Anne Fisher (Id 1099) | Anne Fisher5124130988 (Id 1100) | Phone in name |
| Blake Williams (Id 386) | Blake Williams210-887-6835 (Id 1023) | Phone in name |
| Brian Hunter (Id 767) | BrianHunter+17132914706 (Id 1466) | Phone in name |
| Bill McNally (Id 1235) | BillMcnally (Id 1242) | Missing space |
| Ashley Gonzales (Id 479) | Ashley Gonzalez (Id 1284) | Verify spelling |
| Connie Evans (Id 981) | Conney Evans (Id 273) | Typo |
| Cathi Fain (Id 290) | Caythi Fain (Id 289) | Typo — verify |
| Cecilia Perez (Id 1108) | Celia Perez (Id 576) | Verify same person |
| April Dawn Wadley (Id 1141) | April Wadley (Id 1142) | Middle name — verify |
| Mary Anne Bregar | Mary Anne | Verify |
| Becky Terrell | Becky Cerrell (Id 397) | Typo — verify before merge |
| Tom Farace | Tom Farce | Typo |
| Peggy Fleming | Peggy fliming | Typo |
| Ralph Marcantonio | Ralph | Incomplete name |

### Step 4 — Jimmie: Void 40 Duplicate Payments in QBO UI ⏳
**QBO → Sales → All Sales → filter by Type: Payment**
For each pair, void the SECOND entry (higher TxnID = entered second).

**Batch 1 — H1 2024 (14 voids):**
| Customer | Amount | VOID This | Keep This |
|---|---|---|---|
| Cecilia Perez | $182 | 17308 | 17307 |
| Peggy Fleming | $375 | 17316 | 17315 |
| Tom Farace | $545 | 17363 | 17362 |
| Jeffery Williamson | $300 | 17336 | 17334 |
| Paul Bains | $1,040 | 17436 | 17434 |
| Greg Jellick | $315 | 17528 | 17526 |
| Rebecca Wilhelm | $425 | 17588 | 17587 |
| Shannon Cross | $362 | 17607 | 17605 |
| Mike Fischer | $894 | 17650 | 17649 |
| Mark Braunstein | $151 | 17641 | 17640 |
| Mike Samora | $2,660 | 17630 | 17628 |
| Melissa Albright | $234 | 18168 | 18166 |
| Rick Ray | $656 | 18476 | 18474 |
| Michael Stump | $2,715 | 18635 | 18633 |

**Batch 2 — H2 2024 (13 voids):**
| Customer | Amount | VOID This | Keep This |
|---|---|---|---|
| Phyllis Tondre | $903 | 18979 | 18977 |
| Chad Stanley | $415 | 18862 | 18861 |
| Ashley Gonzales | $325 | 18858 | 18856 |
| Jean Autrey | $150 | 18916 | 18914 |
| Jamie Mullis | $475 | 18893 | 18892 |
| Steve Birkhold | $250 | 19297 | 19295 |
| Mary Anne Bregar | $615 | 19315 | 19313 |
| Rebecca Wilhelm | $845 | 19340 | 19339 |
| Morris | $150 | 19326 | 19325 |
| Paul Bains | $225 | 19309 | 19308 |
| Cheryl Anne | $325 | 19366 | 19364 |
| Shawn Kelley | $1,640 | 19486 | 19484 |
| Mark Braunstein | $150 | 19513 | 19511 |

**Batch 3 — H1 2025 (7 voids):**
| Customer | Amount | VOID This | Keep This |
|---|---|---|---|
| Debra Hazle | $1,082.50 | 21342 | 21339 |
| Ralph Marcantonio | $1,199 | 21514 | 21512 |
| Mike Frontz | $620 | 21538 | 21537 |
| Kassandra Gesse | $225 | 21557 | 21555 |
| Amy Erwin | $375 | 22214 | 22213 |
| Scott Ferguson | $232.74 | 22530 | 22528 |
| Dan Malone | $290 | 23658 | 23656 |

**Batch 4 — H2 2025–2026 (5 voids + 1 verify):**
| Customer | Amount | VOID This | Keep This | Note |
|---|---|---|---|---|
| Linda Hughes | $481 | 24046 | 24045 | |
| Mike Stegall | $906 | 24809 | 24808 | |
| Elizabeth Martin | $665 | 24771 | 24745 | ⚠️ 3 days apart — verify before voiding |
| Joyce Yannuzzi | $344 | 25521 | 25520 | |
| Bena Videsa | $180 | 25569 | 25567 | |

### Step 5 — Jimmie: Run Make Deposits ⏳
- QBO → +New → Make Deposits (or Banking → Make Deposits)
- Match deposit by deposit against RBFCU bank statement
- Do NOT use "Select All" — match each batch to a real deposit date/amount

### Step 6 — Ledger: Reverse $800K Rec Adjustments ⏳ (BLOCKED on Step 5)
- After deposits post, Ledger pulls individual rec adjustment JEs
- Queues reversals for Jimmie approval
- Nothing posts until Jimmie approves in queue

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## Three Priority Collection Calls (Separate from Cleanup)
1. **Corbin** — $13K open, 400+ days overdue
2. **Jimmy Martinson** — $12,146 on 2-year-old invoice + $35K+ current invoices
3. **La Golondrina Ranch** — $11,653 just went past due yesterday (best window to collect)
4. **Apply Jake's $2,240 unapplied payment** to his open invoices (instant AR reduction)