We ran an Aged Overdue Payables report for one of our companies for the first time since doing an update to the most recent version of Payables a couple weeks ago. We now have a strange issue on the report that I don't know how to correct.

In one vendor there is an invoice showing as outstanding that isn't actually outstanding. The invoice is actually from 2003 but apparently when it was entered the date was entered as 2030. The payment was also entered as 2030 so when we look at the vendor in Payables it shows the transaction as paid but all of a sudden it now shows on the payables report as outstanding. Any suggestions on how I correct this so that the Aged Payable report reflects the correct balance?

Thanks,
Laura

Laura:

Is the Current Balance for both the Invoice and Payment = $0?

Does either have an applied transaction dated in 2003 (are at least prior to today)?

I suspect that the answer to both is yes.

Without seeing the data its very hard to say for certain but I suspect you will need to have your dealer arrange to either change the dates from 2030 to 2003 or remove the offending transactions altogether.

Hi Doug,

I'm not clear on the answers to your questions. When I look at the Vendor in Payables the transaction in question appears in the Current Transaction List with a Current Amt of 0.00 and an Original Amt of 2275.52. The dates shows as 5/08/30.

The payment does not appear on the Current Transaction List but if I click on the Applied button after highlighting the invoice, the payment is shown as MC with a date identical to the date the invoice shows. The date shown for both the invoice and payment is 5/08/30. We checked into the history of this transaction and determined that the transaction is actually from 2003.

I've checked with my local contact and she wasn't able to determine how I can fix this transaction. So, I'm wondering if anyone else has any suggestions on what I can do to get this transaction off my Aged Overdue Payables report.

Thanks,
Laura

Hi Laura,

For the Aged Overdue Payables report, are you printing with the 'Calculate as of' option or the 'Aged as of' option? Using Calculate as of will exclude transactions posted with a future date. Aged as of will not.

With transactions and incorrect dates in the future, they have to be cleaned up in some manner as Doug indicated. You could do this yourself by running Period End with a transaction clearing date in the year 2031 so that those transactions in 2030 would be cleared to History. But this would still leave the transactions with the wrong date in history, and will affect Period to Date statistics, if you use these.

Another method would be to get at the raw data and change the dates from 2030 to 2003 outside of typical Adagio processing. As Doug suggested, your Adagio consultant may have the tool to make this sort of date repair for you. This likely is a more thorough fix, especially if you backdate your Aged Overdue Payables report in order to match up to your Payables control account in GL.

Thanks Softrak Tech Support!

We were ordering the Aged Overdue Payables with the 'Aged as of' option. I switched it to the 'Calculate as of' option and the mystery transaction no longer appears on the report.

I will look into your other suggestions about how to deal with this transaction at a later date. I think the only real problem we were having as a result of the transaction was the fact that the Aged Overdue Payables report didn't balance to the GL. Changing the report settings has fixed that so the immediate problem is solved.

Thanks,
Laura