Did the program not give you any message about why it didn't process?

beiyy said:

Or it is just a bug of Simply Accounting (which I doubt...)?

That's a good one.  I would be willing to suggest there are "bugs" in every program on the market including Simply Accounting and the more current Sage 50.  Just read the What's New information on the Help menu each release and you will see some that are fixed each version.

However, some things we consider to be bugs are not real bugs, they are intentionally programmed that way (and I am talking software in general, not just Sage 50 here) but we think that implementation is incorrect, so we label it a bug.

To get back to your issue, one of the bugs in the program is that it does not always round numbers to two decimal places when storing the information in the database.  So you can actually see numbers like 789.6250000558.  When displayed on screen it will show as 789.63.  This sometimes causes problems when posting (especially in older versions as you are using).

If you didn't get any kind of error message (which is rare), then it is possibly this is what has caused the problem.  So I would just take the prepayment of $0.01 and post it as an entry to mark it as Applied.

BTW, if you don't mind my asking, why would you be clearing paid invoices several times on a vendor your are currently using?  I'm not sure this would have caused this problem because deleting the paid transactions in the vendor history only affects paid invoices, not unpaid ones.  I am just curious about your data management, not saying it is specifically wrong.

I believe sometimes they cannot complete properly because the program in the Simply Accounting era as you are using, did not always identify a payment associated with the proper invoice during a lookup due to the use of the same Source number on multiple entries.  I believe this was finally fixed around Sage 50 2015 or 2016 but I haven't specifically tested for it.  This may have caused the problem.  However, it could also be the one mentioned above where the sum of the invoice at $789.6250000558 and the payment of -$789.63 do not add up to zero, therefore the part of the program that does the deleting does not round off during it's selection of data and therefore the total of the invoice and payment is not zero (ie) Paid.

Hi Richard,

Thank you for your reply.
No there was no error message. Nothing pop up. There was just no change after I clicking 'Process'.

By saying 'I did several "clear" payment in the past', I don't mean these are under the same vendor. We just want to clear old AP balance, which is not applicable any more.

Thanks. Because you did not clear the paid history for this vendor, it would not have been a factor in this particular issue. So I would suggest the problem was caused by one of the rounding issues I mentioned.

I would assume you have an extra penny affecting your bank account right now so if you post that payment for the penny, it should bring your bank account back to a normal balance, not affect your bank rec outstanding amounts and have the vendor's history clear of unapplied Prepayments.

Hope this helps

In fact those old invoices were paid by the vendor. But somehow the payment was made without selecting invoices. And since it was back to year 2015 and the payment cannot be adjusted anymore. And now my boss doesn't want to see the old balance showing on AP list, therefore we have to find a way to clear them. I guess I have no other choice except for creating credit note.

Yes I will solve the 0.01 issue.
Thanks a lot for your help:)