Solution Properties
Solution ID:
222924250017968
Last Modified Date:
Wed Mar 08 11:22:55 UTC 2023
Taxonomy Path:
Category//Transactions//Corrections
Author:
sageadmin
Multiple changes to invoices didn't post correctly
Description
Cause
Resolution

When you change an invoice, Accounts Payable records those changes in the Accounts Payable transaction file in addition to creating entries to interfacing applications.

If an invoice appears incorrectly in an interfacing application or on an Accounts Payable report that uses the transaction file, verify the transaction history. Once you verify the transaction history of an invoice, you can determine how to correct the invoice.

Overview of steps

  1. Use a transaction report or inquiry to see all the changes made to an invoice.
  2. Use that transaction report to create a plus/minus chart that more clearly shows you the invoice history.
  3. When you know the transaction history of the invoice, determine how you want to correct it.
  4. Make the needed invoice corrections in Change Invoices.
  5. Review an updated transaction report to see all of your corrections.
  6. Create a new plus/minus chart to verify that your invoice is now correct.
  7. Post all the entries in interfacing applications.

Process to correct date issues

Example scenario

Use this example as a template to assist you in troubleshooting and correcting transactions for your invoices. Some invoice transaction issues are more complex than the one in this example. Contact your Sage Consultant if you require assistance.

  1. An invoice for $1,000.00 with an expense account 10-5002 and an accounting date of 05/31/2024 was entered in Accounts Payable.
  2. Both the expense account and the accounting date of the invoice were changed to 07/31/2024.
  3. The invoice was paid.
  4. General Ledger reports showed the invoice didn't reverse properly from the old accounting period.
  5. The Accounts Payable operator made another attempt at correcting the invoice. The invoice still doesn't show correctly in General Ledger or Accounts Payable.

Troubleshoot and correct the invoice transactions

  1. Use a transaction report or inquiry to see the changes made to an invoice.
    • The last line of the transaction report shows what an invoice distribution looks like right now. In the example below, if you look at this invoice in Change Invoices, it appears with an Accounting Date of 07/31/2024. The single line of distribution shows 10-5002 as the Expense Account.
    • The Accounts Payable transaction report or inquiry for the example invoice shows:
      Vendor Invoice Dist Seq Amount Accounting Date Expense Account Workflow Program Transaction Type
      100 1234 1 1,000.00 05/31/2024 10-5002 Enter Invoices Invoice
            1,000.00- 07/31/2024 10-5002 Change Invoices Reverse Invoice
            1,000.00 07/31/2024 10-5005 Change Invoices Invoice
            1,000.00- 08/15/2024 10-5005 Print Checks Check
            1,000.00- 07/31/2024 10-5005 Change Invoices Reverse Invoice
            1,000.00 07/31/2024 10-5002 Change Invoices Invoice
  2. Use your transaction report to create a plus/minus chart. You can use this chart to see the invoice history and determine how to fix it. To create the chart:
    1. On a piece of paper, create two separate plus/minus charts. One for invoice transactions and one for check transactions.
      • If your invoice has multiple distributions, create a separate plus/minus chart for each distribution and correct each distribution separately. Remember that accounting date changes affect all distributions at once.
      • If your issue has numerous print check and void check transactions, create a separate plus/minus chart for check transactions. Check transactions are the opposite of invoice transactions. To avoid confusion, don't include them in the same chart.
      • If you find a payment voided with a future date, see steps to correct the future void.
    2. On each plus/minus chart, create a separate column for each of the different accounting dates that appeared on the transaction report.
    3. Write a plus or minus sign in the proper date column for each transaction.
      • Write entries with a Transaction Type of Invoice or Check with a plus sign.
      • Write entries with a Transaction Type of Reverse Invoice or Reverse Check with a minus sign.
      • Example:
        • Based on the previous transaction report, the plus/minus chart for this example appears as follows
        • There's only one print check transaction and one line of distribution
        • The check transaction doesn't affect the issue so only create one plus/minus chart
        • The expense account was changed
        • To see the changes to the expense account, the plus/minus chart includes the expense account next to each plus or minus sign
          May 2024 July 2024
          + 10-5002  
            - 10-5002
            + 10-5005
            - 10-5005
            + 10-5002
        • Each line on the transaction report with a Transaction Type of Invoice corresponds to a plus (+) on the plus/minus chart
        • Each line with a Transaction Type of Reverse Invoice corresponds to a minus (-) on the plus/minus chart
        • The column where you write the plus or minus depends on the Accounting Date of that transaction
  3. Decide how you want to correct Accounts Payable and General Ledger (and Job Cost if applicable). This decision depends on your own data and accounting situation. After you decide the corrections, you can use the plus/minus chart to determine what corrections to make in Accounts Payable. If you don't want entries to post to specific General Ledger periods, consider that when you decide on the transactions you need for correction.
      • Example:
        • The invoice shouldn't have a May date or to expense account 10-5002
        • You need to reverse the invoice from expense account 10-5002, and from the May accounting date
        • You decide that the final invoice should appear with expense account 10-5005 and an accounting date of 07/31/2024
        • The entries needed show as:
          May 2024 July 2024
          + 10-5002  
            - 10-5002
            + 10-5005
            - 10-5005
            + 10-5002
          ---------------- ---------------
          - 10-5002 + 10-5005
        • Final entries needed to correct the invoice transactions:
          • Reversing entry to account 10-5002 in May of 2024
          • Positive entry for account 10-5005 in July of 2024
        • You can correct this invoice with Change Invoices. When you delete or enter an invoice, Accounts Payable creates one entry for that invoice. When you change an invoice without deleting it, Accounts Payable creates a new entry and a reversing entry. When you change the accounting date, you can specify if the reversing entries post to the revised (new) date or the original (old) date. When you change an invoice, all the transactions start from where the invoice is now. Take this into consideration when you determine the entries that you need to make to correct your invoice.
        • The following entries correct the invoice:
          May 2024 July 2024
          + 10-5002  
            - 10-5002
            + 10-5005
            - 10-5005
            + 10-5002
          ---------------- ---------------
          - 10-5002 (b)  
          + 10-5002 (a)  
          - 10-5002 (d)  
            + 10-5005 (c)
        • The added letters show which entries correspond to the transactions below
        • Entries needed in Change Invoices:
          • (d) Accept the changes and select the Original accounting date
          • (c) Use Change Invoices to change the accounting date of the invoice back to 07/31/2024 from 05/31/2024, and to change the expense account to 10-5005
          • (b) Accept your changes and select the Revised accounting date
          • (a) Use Change Invoices to change the accounting date of the invoice from 07/31/2024 to 05/31/2024
  4. Make the appropriate invoice corrections in Change Invoices.
  5. After you use Change Invoices to make the invoice corrections, review your transaction report or inquiry again.
    • Example:
      • The transaction report or inquiry appears as follows:

        Vendor

        Invoice

        Dist Seq

        Amount

        Accounting Date

        Expense Account

        Workflow Program

        Transaction Type
        100 1234 1 1,000.00 05/31/2024 10-5002 Enter Invoices Invoice
              1,000.00- 07/31/2024 10-5002 Change Invoices Reverse Invoice
              1,000.00 07/31/2024 10-5005 Change Invoices Invoice
              1,000.00- 08/15/2024 10-5005 Print Checks Check
              1,000.00- 07/31/2024 10-5005 Change Invoices Reverse Invoice
              1,000.00 07/31/2024 10-5002 Change Invoices Invoice
              1,000.00- 05/31/2024 10-5002 Change Invoices Reverse Invoice
              1,000.00 05/31/2024 10-5002 Change Invoices Invoice
              1,000.00- 05/31/2024 10-5002 Change Invoices Reverse Invoice
              1,000.00 07/31/2024 10-5005 Change Invoices Invoice
  6. Create a new plus/minus chart and verify that all the transactions are correct.
    • Example:
      • The plus/minus chart shows:

        May 2024

        July 2024
        + 10-5002  
          - 10-5002
          + 10-5005
          - 10-5005
          + 10-5002
        - 10-5002  
        + 10-5002  
        - 10-5002  
          + 10-5005
      • In May, all the positive and negative transactions now offset each other
      • In July, all the transactions offset each other except for one positive transaction for account 10-5005
  7. Post entries in related interfacing applications, such as General Ledger and Job Cost.

Follow-up steps

After you've posted all transactions except the future transactions that net to zero, you can remove the entries from the new file.

 

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