From time to time, you may encounter a situation that no matter how hard you try, you cannot lookup an invoice that you want to make adjustment. When you open the General Journal Report or the Customer Aged Report, it is there. Thinking you finally make it and be able to call up the invoice window with the transaction details, when you hit the date or the source of the entry, a pop-up windows saying “There is no data to report” shows up.
At this point, you may be quite frustrated of why the invoice can no longer be looked up. An explanation is that the look up data of this invoice is cleared. How it can be cleared? When you go to Maintenance in the menu bar and select Clear Data, there is an option to Clear Lookup Data. For example, if you go to Clear Sales Invoice Lookup Data, select all customers and then hit ok, you will no longer be able to look up any sales invoice on or before the date box in the window. Another explanation is that you may go to Maintenance, Clear Data, Automatically Clear Data and setup Clear all invoice lookup data. When you roll over to a new year, you will see a prompt asking you about clearing old data. If you do not read it carefully and hit yes, your look up data will also be removed.
No matter what reason is behind the scene, you understand the fact that you can no longer look up the invoice and do adjustment. Written below is an alternative that may help you to cease your headache.
- Create another invoice, which is exactly the same as the original one but in negative number.
- If the original invoice is already paid, you only need to pay the negative invoice. If the original invoice is not paid yet, pay both the original and the negative invoices. This will bring everything back to zero.
- Create a new invoice for adjustment.
The procedures above will take you more time, but it is another avenue for you to try when you cannot find the invoice to adjust.
Until next time, have a wonderful Wednesday.
