Hi, me again.

You have helped me several time with issues related to entering Adjustment in Adagio AP. When last talked it was to clear items the listed as minus values in the open payables report. Entered the adjustment and was able to receive the report with only accounts listing that checks have not printed for.

Next I asked about Why accpac was still showing zero balances in it's open payables report (Yes all the ones the were adjusted out). After year yend and closing I went back to revisit issue and the Adagio Open Payables report prints correcttly but the ACCPAC report still shows zero balances.

This is what I found:

Looked to find where the original invoices were received. In PrevCMW\1999 I found several of the transactions. An example:

69 Nationial Bank of Canada
IN 21-1 99/02/22 150.00 150.00
AD 21-1 99/02/25 -150.00 -150.00
----------------------
0.00

This shows an invoice was received on Feb 22, 1999. Instead of being paid an adjustment was entered. While this cleared the item it also left the transaction open with a zero balance. When user reported the original issue of open payables report showing a number of vendors with zero balances printing when they should not was because of this. The entry should look like this:

69 Nationial Bank of Canada
IN 21-1 99/02/22 150.00 0.00
PA 21-1 99/02/25 -150.00 0.00
----------------------
0.00

Later when user called me about this Open Payables showing vendors with minus values showing up on Open Payables report, the Document number was 47-1. These were adjustments entered to try to clear the zero balance issue with the reports and caused the minus value issue. After working with Softrak we were able to enter adjustments to clear the minus value issue and now Open Payable prints with only vendors who have invoices entered that have not been paid yet. ACCPAC still prints the open payables with the zero balance vendors because it still thinks they are open because they were never paid, Each year we roll forward the accounting data and continue to carry these forward. Because the historic data feature in ACCPAC was never turned on until 03 we can not go back and properly apply the correct payments to the correct documents.

Is there a way to go in locate and apply the adjustment to the correct document?
Would the correct document still appear if history was turned on when the original invoice and adjustment were entered?
Any Ideas would be helpful. Thanks

Jeffrey Marshall
Commonwealth Insurance Company.

(All product are current version)

Hello Jeff,

When the adjustment is created, you choose the Adjusted document number that you want to apply it to. If the document is in the current file, it will be displayed in the finder for this field.

From this example, my guess is that the Adjusted document number was not entered correctly. If it had been, the Invoice and the Adjustment would have a current balance of 0.00:
69 Nationial Bank of Canada
IN 21-1 99/02/22 150.00 150.00
AD 21-1 99/02/25 -150.00 -150.00

If the document number entered as the Adjusted document number was not on file, the Adjustment will have a current balance equal to the original balance.

To match the adjustment to an invoice on file, you can create a manual check for $0.00 and choose to pay the two transactions. Once the current amounts are reduced to 0, the next period end processing will move the transactions to History.

Good morning. In the Past I worked with Andrew to fix an issue where adjustments where entered to clear an outstanding payables that where entered to fix an issue where the open payables report showed items with a negitive balance. By entering adjustments and manual checks to clears these. Now the Open Payables report prints correctly. But when we run the Open Aged Payables it still shows number of these venders with a zero balance.

In the example above the document 21-1 was the original document. When the issue happened the adjustment was placed to this document instead of a payment. This cleared this document and created the Open Payables Report showing these vendors as Zero balance but still open. Because of this issue adjustments where entered to try to clear these vendors, ie 47-1. I was abble to apply adjustments and manual checks to clear most of the vendors and the Open Payables Report no longer shows any vendors as outstanding.

In ACCPAC if we print the Open Payables it still shows the vendors who had the issue in the first place. In Adagio the report prints correctly, only the aged report still shows some of the vendors listed.

When working with Andrew he found that are histroy function was not on. At that time we turned it on.

Is there a way to apply a manual check to a document that is not listed anymore? ie 21-1. It no longer shows in the document to apply payment to selection area when doing a manual check.

I thought this was a historic transaction issue and was told about matching files in ACCPAC that may be the cause, but I beleive it is because the original document was never properly applied to a payment.

Hi JeffMarshall,

I'm having trouble following this without actually having the data to look at. Would it be possible to backup the data (File | Backup | Payables data) and e-mail it to me with a note about one of the vendors you are having this issue with?

Thanks

Hi Jeff,

For this particular vendor, go to the Transaction screen within Vendor Inquiry. This will show a list of all 'current' transactions for that vendor, whether or not they have been completed. For Invoice 21-1, what is the 'Current Amount'? How about other transactions and their 'Current Amounts'? The Aged Overdue Receivables report will automatically suppress vendors with a balance of zero, so if vendors are printing on this report then they don't have a balance of zero. There is no option to include Historical transactions on this report, so this has no bearing on what you are running into here.

If a transaction has been set to have a Current Amount of zero (either by payment or adjustment) and cleared to history, then it will not affect nor appear on either the Open Payables or the Aged Overdue Receivables reports. You cannot apply any type of transaction (payment, credit note, debit note or adjustment) to a historical document because it has been completed.

If the problem here is that an invoice was completed because it was adjusted to zero rather than being paid, then everything was sent to History before correcting this mistake, then there is nothing you can do. If a transaction in Current needs to be corrected, then you can do something about that.

I see that Andrew has offered to look at your data. In the meantime you should be aware that both of these reports only use Current Transactions (ie not in History), so use the Detailed versions of these reports (without 'Applied Details' and compare to the Transaction list within Vendor Inquiry. You may find the answer to your queries in doing this comparison.

Hi Thanks for the info.

I've sent the data to Andrew. An example of a vender would be number 69.

For this vendor un transaction it shows several adjustments that we entered to clear the zero balance issue: They show:
AD 47-1 19/09/2003 150.00 150.00

There are a number of these that are listed there. They were entered in several times and caused the negitive items. The document 21-1 listed above was the original transaction. Since it was zero balanced it is not listed in current items remained on the list.

So if the current item transactions are causing this then they are causing this to show up in the report. So a manual check to a current transaction item sould clear it and move it to historic transactions. OK after lunch I will try to clear an item like this way and do a period close to see if this is causing our issue. Thanks.....

Ok I see what is happing now.

In the 3 different issues we were told to apply a manual check and or adjustments to a transaction. So in the ACCPAC side I'm back to issue 1. in issue 2 we needed to enter adjustments to zero the negitive items and should have then placed a manual check to each adjustment transaction. This removed the items from the Open Overaged Payables. Since we did not post manual checks to all of the adjustment transactions it is keeping these items in current transactions and will display on any aged report. Once the month-end processing is completed the transactions will be moved to the historic transaction file and since no longer a current transactions all reports will print correctly.

I hope this is correct. Thanks for your help.