An invoice appears on the Open Invoices with Cutoff date report, but not in Change Invoices or the Invoice Register inquiry. An invoice distribution was paid, but the distribution is missing from the invoice in Accounts Payable.

A credit invoice or distribution was changed to 0.00 and/or deleted after it was already paid.

You can change paid invoices and distributions as long as the amount is greater than the amount paid. Since 0.00 is greater than a negative amount, it allows this change to occur.

Confirm the cause of the issue

To confirm this is the issue, review the transactions for the invoice. If you didn't delete the whole invoice, use AP Inquiries, Other, AP Transactions. If you did delete the invoice, see steps to view transaction detail of a deleted invoice in AP.

If a payment was made and the payment shows as a positive number, then the credit invoice was paid. Check for a change that appears with a Date stamp/Time Stamp after the payment. If the credit was changed to zero or a positive number, and no void exists, you’ve confirmed the cause.

If the payment wasn’t voided but needs to be, don’t void the payment until after the file fix.

Possible workaround

Change the distribution back to the credit amount if the following are all true:

• The credit distribution was changed to 0.00
• The invoice wasn't deleted
• The payment wasn't voided

1. Use Change Invoices to update the distribution to its original amount.
2. Check the status in the Invoice Register.
3. If the distribution and invoice show fully paid, then you resolved the issue.
4. If it doesn’t, request a file fix.

File Fix

Contact Sage 300 CRE Support to request a file fix with Sage Expert Services (there’s a fee associated with these services).

To avoid this problem in the future for these types of invoices, leave distributions as they are. Add new distributions to reverse/offset the original distributions and new credit distributions with the correct information. See how to change paid invoices and how to change paid distributions for more information.

Fully paid Accounts Payable invoice shows as open on task or report