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Melanie Ayling

Payment made on sales order not show when invoice created and uploaded

SUGGESTED
Posted By

We are registering payments as already received but when creating a sales order, however when it is despatched and then converted to an invoice and uploaded, it is showing the amount as outstanding in the customers records.

  • 0
    SUGGESTED

    Hi Melanie,

    The option of Payment already received, means that you have already got the bank transactions in Sage.  Selecting this will mean the deposit appears on the invoice but it does not update your bank account as it's already been accounted for.

    It sounds as though you want the Payment transaction (SR) to be posted along with the Invoice transaction (SI) when the invoice is posted to the ledgers.  If this is the case, please use Allocate Payment to Invoice (SR) which will do this for you.

    I hope this helps!

  • 0
    Thanks Adam, can't seem to find that option on our sales orders though. Also, is possible to do this retrospectively? Or will I have process all the payments again? This won't duplicate payments into my bank account nominals will it?
  • 0

    Hi Melanie,

    If you are generating from a Sales Order, you would need to use the Payment on Account option and manually allocate the SA to the SI after you post the invoice to the ledgers.

    Please click here for a help guide on allocating customer transactions.

  • 0
    Why can a sales order not use (SR) as in reality whn a customer places an order on my webire the payment is taken. So paymant is already received.
  • 0
    SUGGESTED

    Hi Derek,

    Thanks for using our Product Support Community.

    A sales order doesn’t appear on the customer activity or your transaction audit trail. To post a sales receipt (SR), the sales order must first be converted to a sales invoice (SI). An SI and SR both appear on the customer activity and your transaction audit trail.

    If this has answered your question, please click on the ‘This helped me’ link below.

  • 0
    So if a payment is posted on the Payment tab of the Sales order "payment already Received", it will still need to be matched when the invoice gets posted? While in reality, the balance on the customer account will be zero as the payment matches the invoice value?
  • 0
    SUGGESTED

    The Payment already received option doesn’t actually post a payment or anything onto the customer activity, bank or audit trail Michael. This option should be used if you’ve already received any amount of payment from this customer, for example if they’ve overpaid you for a previous invoice and you’re using this overpayment against this new sales order.

    This option reduces the amount owing on the sales order and therefore the resulting sales invoice (SI).

    You can then allocate the resulting SI against the necessary SA, that is likely to have already been outstanding before the sales order was created.

    If this has answered your question, please click on the ‘This helped me’ link below.

  • 0
    None of that answers the issue. Not being able to mark a Sales Order as SR causes a lot of unnecassary work.

    I used to use a third party order loader from WebXel, which used a back door route and loaded my sales orders as SR, already paid. This meant that when I despatched the order and update ledgers payment is already made and I need to take no further action. There are no outstanding unmatched payments on account.

    For various reasons I have now changed to Adept to load my orders and that uses the standard available options which do not include SR. So they are loade as SA. When I despatch sales order and update ledgers on the sales invoice the customer accout goes to Zero (correctly), but I then have to go into the customer account to match the Invoice to the Payment on account.

    This is very time consuming to do for dozens of orders daily, and very easy to forget to do. So I have to run a report to find out all unmatched payments on account, I then have to look for those where the account value is 0. If there is a small over/under payment on the account I will miss it.

    Why can the SR option not be made available on Sales Orders. When I get an orer on my website payment is taken at the time of placement, so it is genuinely already received SR.
  • 0

    It’s not currently possible to allocate a sales order to an SR or an SA Derek – this needs to be an SI. 

    However, you can log this as a suggestion to improve our Sage 50 Accounts software on our Ideas Community.

    To log your idea select SAGE 50CLOUD ACCOUNTING and then New.

    Once logged, we’ll be able to use your idea and help us to shape your Sage software. Other customers will also be able to vote on your idea.

*Community Hub is the new name for Sage City