Accounts Payable invoice changed with the wrong date for reversal

How to correct the date on a reversing entry in Sage 300 CRE Accounts Payable.

 

You used the Revised Date instead of Original Date to reverse:

Example: You entered an invoice with an incorrect date of 12/30/20XX. You changed the invoice to 12/30/20YY, but selected the Revised Date of 12/30/20YY as the reversal date. This resulted in the washing entries posting to 12/30/20YY instead of 12/30/20XX. This scenario applies to both past and future dated entries. It’s important to know closed or future periods when posting corrections in the General Ledger.

1. Select your invoice In AP Tasks, Change Invoices.
2. Change the Accounting Date back to the original date. In the example, the date is 12/30/20XX.
3. Click Accept Invoice and select the Revised date for your reversing entry. In the example, the date is 12/30/20XX.
4. Still in Change Invoices, select the invoice again.
5. Change the Accounting Date to the correct date. In the example, the date is 12/30/20YY.
6. Click Accept Invoice and select the Original date for the reversing entry. In the example, the date is 12/30/20XX.
7. Click Finish.
8. Make sure all the changes post in the interfacing modules (GL, JC, etc.).

You used the Original Date instead of Revised Date to reverse:

Example: You enter an invoice on 9/1/2021 and want to change the invoice on 12/31/2021 without changing 9/2021. You changed the invoice to 12/31/2021 but selected the Original date of 9/1/2021 for the reversing entry instead of the Revised date of 12/31/2021. The invoice reverses on 9/1/2021 and now appears to exist as of 12/31/2021. GL can reject reversing entries for the closed period.

1. In Tasks, Change Invoices, select the invoice.
2. Change the Accounting Date back to the original date. In the example, the date is 9/1/2021.
3. If you made other changes to the invoice. such as changing the amount or distributions, you'll need to revert those changes as well.
   Note: If you made multiple changes or aren’t clear about the correction, click Cancel to exit. See an example of how to fix the invoice or contact Sage Support for assistance.
4. Click Accept Invoice and select the Original date for the reversing entry. In the example, the date is 12/31/2021.
5. Still in Change Invoices, select the invoice again.
6. Change the Accounting Date to the correct date. In the example, the date is 12/31/2021. You can also re-enter changes you initially needed, such as the amount or distribution changes.
7. Click Accept Invoice and select the Revised date for the reversing entry. In the example, the date is 12/31/2021.
8. Click Finish.
9. Ensure changes post in the interfacing modules (GL, JC, etc.).

Rejections and date usage

General Ledger rejects the entries if they are for a future date or a closed period. These rejected entries are in/out entries that net to zero for each affected account. Move these rejected entries or rename the GL New file to clean up the rejections.

Job Cost rejects entries for a future period. These rejected entries are in/out entries that net to zero for the same date, job, account, etc. Remove the entries in Job Cost to clean up the rejections.

If you don't use the accounting date from AP Settings, Invoice Settings, Accounting Date Usage, it uses the Invoice date or Date received.

Other considerations

• Use the AP Transactions inquiry to confirm the dates used
• If you deleted the invoice, correct the accounting date
• If you made more than one change to your invoice, see how to fix the invoice
• If you entered the invoice with an incorrect date, correct the date on the invoice
• See more examples of how the Revised and Original dates affect the General Ledger and Accounts Payable