Back in 2004 while we were still using AccPac, someone somehow managed to change the date on their system to 2020 and then entered 2 credit notes into the year 2020. We had Adagio installed in 2008 and the credit notes remain on our system showing in the year 2020. Even though the amounts of the credit notes from 2020 were applied to the original invoices from 2004 and it showed the balance on the customers accounts as ZERO, the amount from the invoice in 2004 continued to show up as an outstanding amount owing on the customers statements every month because the statements did not recognize the Credit Note amount in 2020.

In an attempt to resolve this, we entered a Credit Note into the current date to offset the old invoice and added an Invoice in 2020 to offset the Credit note in 2020. This resolved the statement problem, but now the customers account shows a credit balance because of the credit note in current, but AR doesn't even see the invoice from 2020. I suppose it's because we haven't done a day end in 2020? If I went into OE on the date of the invoice in 2020 and ran a day end, would I cause other problems? Would it move all our current OE to history?

I can't think of any other way to get this resolved unless there is a way to delete invoices and credits at least temporarily to get rid of the invoices and credits in 2020 altogether. Or edit the date on the invoices and credit notes. Is there a way to do this?

Hi Susan

When you say day end, I assume you mean period end.

Transactions with future dates are a problem in Adagio, for the exact reason you explain. There is no way to selective delete transactions (or move them to history); the only way to delete transactions is based on the date.

Yes, running a day end as of 2020 would "fix" the problem, but it would move all paid transactions to history for all customers, so this is not a good solution.

The best workaround I can suggest, until Softrak adds a feature to run period end for selected customers, is to temporarily change the setting "Clear transaction detail by" in Edit Company Profile | System Options from Period End to Billing Cycle. Then create a dummy billing cycle and temporarily assign this customer to that cycle. Then, using a 2021 date, run a statement for this billing cycle, with "Select customers based on balance" unchecked. After it prints, say Yes to "Did the statements print correctly?", and say Yes to "Clear all paid transactions". Finally, change the Profile setting back to Period End, reset the billing cycle for the customer, and delete the dummy billing cycle.

This will move the transactions for this customer to history. Honestly, I'm not sure whether it will purge historical transactions - maybe someone else can confirm this, or you can test it out and see.

In any case, test this on a copy of your data first.

Steve

Hi Steve,

I was thinking that going into OE with the same date of the invoice in 2020 and running "Day End Processing" in "OE" would push the invoice into AR and from there, I could apply the invoice from 2020 to the Credit Note so that the balance would go to ZERO.

Maybe, but I don't think so. I think my workaround is better, and doesn't require any fake adjustments.

Steve

I have not tried Steve's suggestion yet on correcting this 2020 problem.. mainly because I'm not sure what you mean by

"Honestly, I'm not sure whether it will purge historical transactions - maybe someone else can confirm this, or you can test it out and see."

If it does purge historical transactions, exactly which historical transactions will it purge? Only for these 2 customers? If so it's not a problem. If it's going to purge all of our customers transactions this would cause a problem.

Steve says,

"Yes, running a day end as of 2020 would "fix" the problem, but it would move all paid transactions to history for all customers, so this is not a good solution."

What if I waited until our next Month End (Period End) and right after that is complete, open OE and change the date to the same date of the Invoices and Credit Notes in 2020. Then run a dayend in OE. This way the paid transactions would already be moved to history because of the period end.

Would this work?

Hi, Susan,

Running DE in OE will not affect paid transactions in AR. If clearing in AR is by Period End, running it will move paid and matched transactions to history and 'optionally' clear transactions from history for all customers as at a 'user specified' date.

I think Steve made a good suggestion earlier when he suggested that you might want to 'test it out and see'. You can do this in sample data. This is an excellent way to test things and see them for yourself before proceeding on your live data. After all, seeing is believing and it's sounding like that is just what you want.

If you don't already have sample data installed on your system, you can begin doing an upgrade install of, say, OE and select to do a Custom Install. Then, check/select to only install sample data and nothing else. This would install sample data to your x:\Softrak\OEWIN\Samdata folder.

Hi Steve,

I understand your suggestion as a workaround in AR to put the customers account to zero. But will this change the fact that the 2020 Credit Notes in OE have a Costed Status of "NO"? That is what is preventing me from editing the Tax Groups.