It starts with that terrible feeling in the pit of your stomach when someone says “This invoice hasn’t been paid. It was due last week! We’ll have a huge late charge!” You were positive that everything went out as scheduled. After the initial panic clears, you whip out a copy of the check and everyone breathes a sigh of relief. But, why did it appear that the invoice hadn’t been paid?
Let’s follow around Site NA012 invoice PIDNA01212-000057 for BP Supplier NA053 and its payment check 00179 to see why an invoice could have been viewed as unpaid.
Where was the invoice viewed as open?
I usually start by verifying the source. Where was the invoice seen as open? I’ve gone on a few wild goose chases, so I always validate this first. Is the data current? Was this an old report run before the payment was posted? Was the report run on the test environment and not the production environment? On Inquires, be sure to check the selection options under Criteria to ensure no relevant data was excluded. Was this a query or report that a user created themselves that perhaps has a few flaws?
Aged balance to date
The invoice is showing up as unpaid on the Aged balance to date inquiry run from the right panel under Common data, BPs, Suppliers. The Reference date and Site are correct. The check was dated 1/31/20. Yet, this invoice is still showing as open.
I can go to the grid and click on the Action icon (1) and select Payment (2) from the dropdown menu to see if there is an unposted payment.
This brings us to the check 00179 payment entry. Note that Post is not active. Does that mean it was posted?
Click on Milestone to determine where the check is in the payment process. Note that Milestone log reads, “NEXT STEPS… Bank Posting.” This means the payment still must be posted. Why is the Post button not activated? It isn’t activated because of the backdoor way we entered the screen via the Action option on the Aged balance grid. We will have to go directly to the screen through A/P-A/R accounting, Payments, Payment/Receipt entry if we want to post the payment.
Open item edit
Let’s take another look at the Supplier BP invoice under A/P-A/R accounting, Invoicing. Click on Open items.
If there is a Provisional payment, we have an unposted payment.
Posting the payment
We will return to the Automatic Check Issue under A/P-A/R accounting, Payments, Payment/Receipt entry to post the payment.
Here is the posting log.
Let’s go back to the Invoice and the Open items screen. Notice the Payment total is empty and so are the Payment and Provisional payment fields. What happened?
If the payment was posted, but no journal has been created, the invoice will still be open. Off to the Accounting Task under Usage, Batch server. The Recurring task status is Inactive and we have 65 journals on hold, so there is no journal entry yet. Until there is a journal entry, the payment won’t be recorded as offsetting the invoice. Click on Activate to get that journal process going.
Remember to periodically check the Account Task function. The Journal on hold and Matching values should be zero. For assistance with suspended matching, see Sage Knowledgebase article 75552: How to solve suspended matching in Accounting task at https://:www.SageKb.com.
If you are seeing different behavior with the Accounting Task, don’t forget in v12, the Accounting task became a Recurring task. See the blog: Ent. Mgmt.: Changes to the Accounting Task in v12 for more details.
Returning to the Open item edit screen, we see that the Document total once again equals the Payment total. This time Payment total equal Payments. Provisional payment is clear.
When we go to the Automatic check issue, clicking on the Accounting document will lead us to the journal.
Our payment journal!
Before I go…Miscellaneous Matching Notes
If an invoice and payment aren’t matched and all has been posted: