70,000 unapplied payments in SAGE 500 -

We have just discovered that we have 70,000 payments that were never applied to open invoices in our SAGE 500 System,  We know how to manually apply each one but that is just not realistic. We are desperate for a bulk solution to this problem. Is there any way to apply these payments, mostly credit card payments, to the open invoices via upload or in bulk some how.  Any help in GREATLY APPRECIATED.

  • The solution depends a bit on whether it is 70K customers or just a few customers with 70K payments.There is an Apply All option in Apply Payments and Memos that will automatically apply a payment to the oldest documents sequentially. There are a couple of methods to import the application data but it would require some manipulation and you would need either SQL programming experience or the Data Porter or maybe Data Import modules. Since most of that Apply All logic is contained in the UI code, a decent developer could build a mod to scroll through the data set and automatically apply it (it's an easy Customizer mod).

    Thinking out of the box in practical terms though, it does appear you have a scenario where the customers should have been configured with a Balance Forward billing type. If nothing else, this is something to research and test if you don't want to go down the custom development path. If it is the 70K customer scenario you would still need a way to change some customer attributes in bulk through the back-end. Or, if they are just a large number of POS customers, there's always the possibility of merging the bulk of them into a single account then Apply All would work really well.

    Okay, there might be some people rolling their eyes at this point, so although the problem is not insurmountable, you just need to have some extra skills or do some additional testing to come up with the right solution.

  • I am just curious ... were they 70k payments entered manually over time, or were they imported or added via some sort of application in bulky chunks?

  • They were entered manually over time, none have been applied since 2018, all different customers. 

  • It is 70K different customers, no payments have been applied since 2018

  • Not that this helps you now, but both AR and AP have payment explorers and reports.  To monitor going forward, perhaps a report / explorer should be run periodically looking for an unapplied amounts <> 0.  As I am a technical person and not a business user, perhaps others can comment on how they prevent unapplied amounts for getting out of control.  

    Also, both AP and AR have an option to warn about unapplied payments during document entry.  If these options are not checked, then perhaps you may wish to consider checking them.