AP Aged Invoice line doubled the amount

SOLVED

I am trying to correct some dating issues between transaction date and invoice date being in different years. I went through AP-Invoice Data Entry, using the incorrect date, and used the same invoice number with a negative amount. Then I re-entered the invoice, using the transaction date I wanted it to fall under. Now it is on my Aged Invoice report with double the amount.

Help, how do I fix this? Thank you!

  • +1
    verified answer

    First I'll tell you what you should have done. In an instance like this just go into AP Invoice Data entry, enter the same invoice number, it will ask if this is an adjustment, answer Yes and the change the date, leave the dollar amount at zero and post. The Invoice date will be updated.

    You are going to have to do an adjustment to clear out the amounts.

  • +1
    verified answer

    First, don't ever try to use the AR / AP Aged Invoice reports to balance with the GL.  The date filters work off of invoice date, instead of the posting date. 

    Balancing with the GL is what the AR / AP Trial Balance reports are for, which are based on the GL posting date.

    When we get clients asking us to make the Aged reports work, since "non-Sage-100" system XYZ does it, my reply is: Sage 100 is not system XYZ.  The audit trail / posting process means history can't just be edited directly (possible in less sophisticated ERP's), and the much higher price of more sophisticated ERP's buys you extra features.

    If your payment was before the invoice, but the data entry was done after, no correction is possible (due to how the Aging report date filters work).

  • 0 in reply to Kevin M

    I have tried to tell our CPA this, but he insists the previous accountant here always made it balance and that I need to do the same.

  • 0 in reply to BigLouie

    Right, that would change the invoice date, but not the transaction date, which is what I am trying to change.

  • 0 in reply to Jaime Clark

    Then the previous accountant was lucky and all previous invoice / payment dates were perfectly aligned with posting dates (in which case the Aged reports would balance with the GL), but that is not technically enforced by the system, which allows invoice dates to differ from posting date.

    Or maybe they played with the month-end balance using a reversing journal entry (when the dates were misaligned).

    Sage 100's Trial Balance reports were designed for a reason.