I need help reversing invoices and credit notes dated back in 2004. Also, to clear the information so that it doesn't print on control cheque runs or open payables list.

Hi BannockBurner

What version of Adagio Payables are you using, including the date?

Your two questions are very different and possibly unrelated. Is the problem that the vendor's outstanding balance is not correct and you want to make it correct (if so, then simply enter a credit or debit note for the difference)? Or is the vendor's outstanding balance correct, but invoices and credits are not properly matched up and continue to appear on certain reports?

Steve

ok. My problem is this: I printed the open payables list and on there, there are invoices, credit notes and payments on various vendors and various dates(dates from 2004 and up). some vendors have invoices and credit notes - zero out the balances and some have invoices and payments but still show up on the report and some vendors have invoices on hold, no reversing of invoices. All these invoices, credit notes and payments are mistakes and should be cleared. How do I clear the balances without issuing a Zero cheque?

Also, the version I am using is the latest 8.1C

What's the problem with creating a zero dollar check? Because that is the answer. You don't have to actually PRINT the check, though, just un-tick the "Print Check" box and then give it a fake number like 999999 (you can use the same check number over and over). It won't appear in the list of outstanding checks.

As for the vendors with actual balances that you want to correct, like I said before, just enter a credit note for the difference. If it's one invoice that needs correcting, you can apply the credit note to the invoice and you are done. If it's multiple invoices that need correcting, then after posting the credit note, you can create a zero dollar check to match up the amounts.

Steve

thanks Steve;
That got rid of some of the old invoices. Now, I have a few vendors that have an Invoice AND a payment for the same amount that keeps showing up on the reports, and the payments have a cheque number. These date back to 2007. How do I clear these?

I don't quite understand. When you look at the vendor's current transactions, do you see checks with current outstanding balances? If you do, then that's a database corruption issue, and I can advise you further (what's strange about it is that this corruption is not picked up by Data Integrity Check). This kind of corruption is known to occur if you are using ACCPAC Plus and Adagio at the same time, and you reverse a check that was issued out of Adagio using ACCPAC Plus.

If you don't have any checks listed with current outstanding balances, can you try explaining again.

Steve

This is all on the open payables report....
There are four vendors with invoices and payments. There are cheque numbers and are dated 2007. Example:

728 ABC Company
IN 061107 07/08/07 41.13
PA 10342 07/08/28 -41.13
0.00


I do not know the exact date or year the the accounting was converted from ACCPAC (Dos version). I don't believe that this company was using ACCPAC and Adagio at the same time.

Thanks for posting an example.

It looks like the 'matching' record that indicates an invoice was paid by a particular check has gone missing, and an integrity check and rebuild has put a balance on the payment.

As Steve indicated, this is corrupt data and will need to be repaired.