Considerations

• Future-dated invoices
  • Accounts Payable accepts invoices entered with a future accounting date, but it warns that you're posting to a future General Ledger period
  • The invoice may reject in Job Cost and General Ledger depending on how far in the future the date is
• Verify your Accounting date usage in File, Company Settings, AP Settings, Invoice Settings 
  • If it's set to Invoice date or Date received, change that date instead when completing the steps below
  • Or change the setting to Entered to display the accounting date separately

Change the invoice

Use Change Invoices and accept the Original Date for the reversal.

1. Verify all prior changes to the applicable invoice. 
2. In Accounts Payable, from the Tasks menu, select Change Invoices.
3. Type the vendor and invoice ID, or click List to select them.
4. Press TAB to move through the invoice entry grid to the Acct Date column.
5. Change the accounting date to your current accounting period.
6. Accept your invoice changes.
7. In the Reversal Accounting Date window, select Original accounting date. This creates debit and credit entries for the incorrect accounting period. The original entries and these reversing entries should net to zero. This window appears only if you changed the invoice's accounting date during this entry session.
8. Click OK.
9. Click Yes if you receive a warning that you're posting to a future period.
10. Click Finish and print your journal to a file or printer.

Post entries in interfacing applications

1. Post entries in General Ledger and Job Cost (Tasks, Post Entries).
2. Review the posting journal for each application.
3. If all the entries posted successfully for both Job Cost and General Ledger, you're finished and don't need to proceed further. If any entries rejected for a future period, proceed to the next step.

Rejections on the posting journal

Review the posting journal to verify that the only transactions left in the new transaction file are future transactions that net to zero.

1. If there are any other transactions, or if your future transactions don't net to zero, correct and post those transactions. Contact Sage Support if you need assistance.
2. After you've posted all transactions except the future transactions that net to zero, you can remove the entries from the new file.

General Ledger

• Move the unposted transactions out of General Ledger using the Move option
• If there are no other unposted entries, rename the General Ledger new file using File Tools

Job Cost 

• Move the unposted transactions out of Job Cost using the Move option
• If there are no other unposted entries, rename the Job Cost new file using File Tools

Alternate solution for imported invoices

If you imported a large batch of invoices with an incorrect accounting date, consider the following alternative.

1. Create an import invoice file to import the same invoices with the opposite amount.
2. Use modified invoice numbers. For example, add CR or REV after the original invoice number to indicate a credit or reversal.
3. Use the same accounting date as the original import.
4. After you import, select the positive and negative invoices in Select Invoices to Pay. This creates 0.00 payments to show the washing invoices paid.
5. Re-import the invoices with the correct accounting date.

What date should I use for my accounting date reversal when I change or delete an Accounts Payable invoice?