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ngbgirl

Making and AR deposit ...from where is coming the PP? What am I doing wrong?

Posted By

I go to cash receipts entry and I double click. I created a new batch I click accept, then I created a new deposit number I type the total deposit amount and click accept, then I look for the customer number hit tab then I type check# then I type the check amount, then I go to the second tab and I select invoice or invoices from the little icon that brings the window with the customer open invoices, once i see the invoice the customer is listing on the check  I select the specific invoice (depending on the check amount) the system does the rest and applies the check amount to the invoice balance.

Here is my problem, I noticed yesterday that two customers (LAWRENCE TOM one of them) sent a check with less money than the invoice amount. Example: the invoice was 342.43 he paid he paid 242.43...I selected the invoice 242.43 was posted and 100 were left on the unposted invoice line column. my question is how in the world a PP was created?

I ran a Deposit report this is how the cash deposit reports look like now:

I didn't do all those PP I just started to post deposits two weeks ago, but whatever is triggering them is messing up with the Customer aging and balances. Why sometimes the PP comes in negative? why sometimes shows in positive, why sometimes shows a balance? I'm sure I did all right on 2/6 and 2/8 (the only two days I posted and the PP shows) I WAS POSTING DEPOSITS ONLY THOSE DAYS and the system didn't ask me if I want to do a PP or not I ever press PP in any of the instances to create a PP invoice.

This morning my new boss blamed my fingers and fixed "Medical Center" no idea if the fixed shows on this report. Then I post for the 2/28 and I ran this report. What are we doing wrong?

Check Number DEPOSIT NUMBER Customer Name Invoice Applied Date            Number Balance
VISA 1/3/19 15316 0024031 ACTION SUBRENTAL PP-PP -5749.29 0 0 0
  1/7/19 15359 0021728 HAMMOCK FISH CAMP PP-PP 329.35 0 -329.35 0
7476 1/28/19 15459 0024459 EASTBROOKE GARDENS INC PPPP-PP 100 0 0 0
  1/14/19 15386 0012213 JAMES K MANN PP-PP -20 0 0 0
  1/18/19 15422 0012213 JAMES K MANN PP-PP 20 0 0 0
  1/14/19 15396 0024428 KEEP IT GREEN  PP-PP 545.1 0 0 0
6510 B 2/8/19 15523 0067571 LAWRENCE TOM PP-PP -100 0 0 0
7373 B 2/8/19 15523 0041419 LILYAN SUREZ PP-PP -109.92 0 0 0
  2/6/19 15504 0022019 MEDICAL CENTER PP-PP -2119 0 0 0
  2/6/19 15516 0022019 MEDICAL CENTER PP-PP 2119 0 -2119 0
  2/6/19 15504 0024122 Pet SITE SERVICES P-PP 1041.11 0 0 0
  1/15/19 15394 0024452 SITE FUEL USA, INC. PP-PP 166.22 0 0 0
  • 0

    you said you just started doing cash receipts a few weeks ago.  Did you know that we many  Anytime Learning topics for processing customer payments and adjustments.  Find these topics and more on Sage University

  • 0 in reply to socasue

    No I’m new to Sage . I tried to sign in to Sage University but is not my same password or same user name than from SageCity ...at least my user name and password from Sage city is not working on Sage University. Do I have to make a separate profile for Sage University? I really need to know why those PP get generated. 

  • 0 in reply to ngbgirl

    yes, you need to create a profile on Sage U

  • 0 in reply to ngbgirl

    Troubleshooting some things are very difficult in a forum.  PP's should be created when you set a CR line to an invoice # which is not found as open for that customer.  If that is not what is happening, getting your Sage Partner to troubleshoot hands-on might be a good idea.

    Always carefully review the journal / register as you are posting.  If there is anything odd, stop and fix it before running the update.

    Looking at this table (Excel query) might help illuminate what is happening:

    AR_TransactionPaymentHistory
  • 0 in reply to Kevin M

    I will run a Query tomorrow with that table. Thank you Kevin, you are a good friend. I will let you know what I find tomorrow.

  • 0 in reply to Kevin M

    Kevin I’m at work right now I did a query using the table you suggested, I will need to add the deposit number and the user name (the one who did it) In that way I will know if is happening right away or is something that is being generated from someone else with out intention. What field in what table can help me wit that ? Thank you!

  • 0 in reply to ngbgirl

    UserUpdatedKey linked to SY_User (vlookup?)

  • 0 in reply to Kevin M

    I pulled the table you mention but I want to add some fields from other tablets (fields like name, user name) and when I do it ...it doesn’t pull any data.

  • 0 in reply to ngbgirl

    Do the main table as a query alone, then use other queries on other tabs of your spreadsheet, and vlookups to bring in the values you want.  Query linking issues can easily break things, but vlookps in Excel are safe.

  • 0 in reply to Kevin M

    Thank you, Kevin!  I'm not familiar with the tables and the info that they can give me. Example the table 

    AR_TransactionPaymentHistory 

    doesnt give me a "Deposit number" or Costumer Name

    Where I can find what each tables can bring me? 

    I know by now (learned hard way) that the ones ending with WK they dont bring anything.

    ng.Where I can find something that tells the me the tables that I can use to bring
    the info when Im on the Deposit window (costumers on the deposit window).

    an Invoice numbers with check numbers) .

    Right now Im Guessing what table will bring me the info.

     I want if I want to track a costumer deposit and to see how the deposit was applied.

    Some times I want to see AP invoices open annd close and how they were paid.

    I need to learn what tables give me that.

    Bye the way...remeber the PP? Kevin I think that Sage even if I'm making a depossit 
    and I'm selecting the invoice where I want Sage to apply the depost payment I'm doing.

    Sage is giving the PP priority! In other words if the customer account has a pp 

    Sage will give the PP priority and will applied the PP to the invoice I selected 
    to be pay befores apply my deposit!

    Does this make sense to you? What do you think of my "PP theory"?

    Thank you billions!!!

*Community Hub is the new name for Sage City