Cash is entered in AR. Often we entered cash BEFORE our sales invoices were posted (deposits etc.) and created cash batches later to apply the cash to the invoice. This worked fine as far as cash being applied properly. We were advised last December that when entering the cash receipts if we knew the sales invoice number we should enter it with the cash batch to avoid having to create a 2nd cash batch later to "apply" the cash properly. This is what we've been doing, however the cash has been applied to the customers but HAS NOT been applied to the jobs. All of our invoices are coded to jobs. All of our tracking is done by jobs. Now when we look up a job status or a job summary we are seeing jobs that report no payments have been made when in fact the payment has been made.

Question # 1 - Why did the cash not flow to job cost when it was applied to an invoice that was coded to job cost?

Question # 2 - How do I now clear this up so our job cost records are accurate? I printed out old AR Cash posting journals and found at least 100 cash transactions that are "UP" or unapplied. Do I now have to match these (the job numbers do not show up in the posting journal)to the jobs by looking up each invoice? Then, do I have to do a payment batch in JC for each job that did not get the cash applied? Sounds like a lot of time to do something that I thought was being done through Adagio automatically.

Sorry to sound frustrated but I'd love to hear of a way to do this in a proficient manner.

Thanks in advance,
Karen

For Softrak Support - see you're on so I'm bringing this to the top again.

Hi Karen,

Where was the invoice posted? In AR, OE or another way? If an AR invoice batch entry has a job number, paying this invoice will automatically sent the payment information to JobCost. This is working as expected when I tried it out.

One way to find out whether the information will send correctly - when creating the cash entry - is to edit the invoice detail that cash is applied to. You will see not only the applied and discount amounts but also the Job number that is on the invoice. If the Job number field is blank on this detail, then no job was saved with the invoice and thus cash entry cannot apply this payment to a job. If you see the job number, then posting the cash will create the Payment for JC.

After posting cash batches in AR, you have to retrieve the batches into JobCost and post, just like for AR invoices becoming JC bills. Only when the retrieved Payment batches are posted in JC will you see payment amounts on the job statistics.

In order to clean up your jobs in JobCost to show the payments, you have to create a batch in JobCost and post it - there is no other way. This could either be done manually or via the Import Batches function. It may be possible to export the payment information from AR (say to an Excel file) and then import to a Bill batch in Job Cost. The import process could take a bit of time to set up and 'perfect', so you may have to determine which method is more time-effective. Using GridView or another custom reporting tool could be useful to list the payments, rather than editing invoices individually.

On a side note, when entering cash in AR and the invoice has not yet been posted, you have to add an Unapplied Payment (UP) detail on the cash entry to assign the payment to the job. If this isn't done, there will not be a Payment created for JobCost.

Invoices were all posted in "Invoice" module with job numbers. Cash was entered in AR adding a UP detail (the sales invoice number). Batches were posted in AR and retrieved into JC. Payment did not go through to jobs. Went through to customers in AR, but not to jobs.

Shouldn't this have gone through to job cost?
They will all have to be cleaned up because we look up information about individual jobs all the time.

If the invoices have been posted already, why are you entering cash as a UP (unapplied) detail? The invoice is in the data and ready to be applied to.

When entering a cash transaction for a customer, you should see a list of all of the outstanding invoices for that customer in a grid at the bottom of the screen - if the Cash Entry method is set to 'Normal'. If this is the case for you, all you have to do is enter the amount of the check into the 'Payment' field, and use the space bar to apply cash to the selected invoice in the bottom grid. A 'UP' transaction is not required, and really should be used only when the cash precedes the invoice (such as the case for a deposit, for example).

If your Cash Entry method is 'Direct', you will not see the list of outstanding invoices in the grid, but rather a list of invoices you have selected to pay. When you click New to add an invoice to the list, you can type the invoice number into the Document Number field (or select it from the finder). This will load the job number and the amount outstanding from the invoice on file.

It may be that if you post a UP cash detail with the same document number as an existing invoice, information doesn't get matched up in regards to JobCost Payment information. But this isn't the correct way to perform payments to existing invoices in AR.

No, the invoices WERE NOT posted when we entered the cash. Cash was entered and posted in AR first - HOWEVER, the cash was entered as unapplied to the invoice number because we knew the number (that was what we were advised to do). When the invoice was later posted the cash did not get applied to the job number that the invoice was coded to.

You asked where the invoices were posted and I responded, but did not mean to give you the idea they were posted first. That is of course the best way to do things and when done that way everything is applied appropriately. It's when we've posted cash deposits before the invoice has been posted that we've run into this problem - and it's quite a problem.

I'm hoping for two things -
1. A fix in Adagio so that we can begin applying cash to the unposted invoices again- to save a step; however only once we know the cash will be applied properly (to the job since all invoices are coded to jobs)
2. A way that won't take hours to identify which jobs have unapplied cash that needs to be applied to them, and then hours more to apply the cash to those jobs

Thanks for your responses, and in advance for more help!

Hi Karen,

OK, I made my comments based on the sequence that you listed the steps and processes.

If you add a UP detail to the cash payment and assign a valid Job number, this correctly sends a payment transaction to JobCost. This is before any invoices have been posted. I have verified that this is working correctly with the current shipping version of Adagio Receivables. What version and release do you have installed (check from the Help / About menu)? What version and release of Adagio JobCost?

When Receivables postings involving jobs are done, this writes to a data file ARAJBTCX.dat - if you are using current versions - or ARAJBTCH.dat if older versions are in use. If the size of this file changes when posting your cash, this will tell you that AR did it's part correctly. Then you should see a batch ready to retrieve into JobCost from AR.

To identify which payments did not make it to JobCost, some sort of custom inquiry or report would be necessary. A list of all cash transactions needs to be listed, grouped and totalled by Job number. Only Cash transactions with UP details will contain job numbers - this could make it easier. These totals would then be compared to what is in JobCost for the total Payments (either manually or within the report) and where differences are found, you could enter/import payment entries in a JobCost bill batch to make up the difference.

Hi,

AR is version 8.1A. Job cost is version 8.1A.

When I added the UP detail to the cash payments I did not assign job numbers. As instructed we only assigned a sales invoice number (which are always coded to job numbers). We were told to assign the invoice number and assumed the job number from the sales invoice would flow through. I now see that it does not work that way. The job number needs to be assigned as well.

Will I be able to create the custom inquiry in Gridview or will Crystal reports be necessary? So far the only Gridview reports I could create did not give me enough information to make the proper adjustments without going through many steps and taking too much time. I'm certainly looking for a way to cut down on the manual time.

Thanks again,
Karen

Ah, I see now. Indeed if the invoice was posted first (before the cash entry), a job would have been associated with that invoice and there would be no need to assign a job during the cash entry.

But if the cash is being entered first (before the invoice), then in this case you do require to enter a job number on the UP detail in addition to the sales invoice number. This is because that invoice number is not yet in the system and thus no job number is yet coded to the invoice.

To answer whether GridView would be enough, we'd have to know what information you need to be able to do the adjustments.

Looking at the AR Transactions data file, there doesn't seem to be any stored fields that indicate whether the cash was before or after the invoice, and that is important. Unless the cash hasn't been applied to an invoice yet, which means you can filter based on Current Amount not equal to zero..

If you still have the Cash Posting Journal unpurged, the 'Trx Type' field saves the 'UP' detail type, so you could create a filter that selects only records in the Cash Posting Journal that have a 'Trx Type' equal to 'UP'.

If the Cash PJ has been purged, you might try the AR Transaction Matching file. I see that Cash UP transactions have a value of negative 1 in the 'Trx Uniquifier 1' field. That could be used as a filter, but you may want to ensure this lists only the records you want.

Hopefully one of these choices help.

Thank you for your help!