We’ve been noticing lately that a number of people have been encountering issues when trying to pay invoices.

While paying invoices, people have been encountering the following messages:

"Invoice already being paid"

Or

"The invoice balance was exceeded" 

You will also see this while in Cash Receipts Entry and the invoice balance is zero.

Why does this occur?

First off, you need to determine if the invoice has a balance or not. To check for a balance:

1. Go to Accounts Receivable, Main. Then click on Customer Maintenance

1. Next click on the Invoices tab and note any balances in the Invoice Balance column

If you see a balance, then the Payments Today field in the open invoices file is set incorrectly. This would cause the invoice to be set as already being paid.

Follow the steps below to reset the field:

1.            On the File menu, click Run.

2.            In the Program Name field, type ARWAR4

3.            Click Yes at the warning message. This changes the Payments Today field in AR_OpenInvoice.m4t  to match the data in AR_CashReceiptHeader and AR_Cash Receipt Detail

If the error persists then that means the ARWAR4 utility did not work. Try to reinitialize the data entry file or reset the Payments Today field. To do so, follow these steps:

1.            Reinitialize the Cash Receipts data files
2.            Update all existing valid cash receipts
3.            Reinitialize the following files:

•  AR_CashReceiptsHeader
• AR_CashReceiptsDetail
• AR_CashReceiptsDeposit
• AR_CashReceiptsRestart

If using batches, use Data File Display and Maintenance (DFDM) to delete the batch record from GL_CompanyActiveBatch. 

4.            Edit the Payments Today field for the invoice record in Data File Display and Maintenance.

• Select Library Master, Utilities. Data File Display and Maintenance.
• Open the ..\Mas90\Mas_xxx\ARxxx\AR_OpenInvoice.m4t file (xxx = company code).
• Click Key Scan button.
• Locate and select the invoice causing the error.

Note: The record key is made up of the division, customer number, and invoice number (for example: 01ABF00000012IN).

5.            Click Edit, and select the following:

• Field Number = 31- Payments Today
• Change = 0

6.            Click OK, and close Data File Display and Maintenance.

7.            Pay the invoice in Cash Receipts Entry.

This should resolve the “Invoice Already Being Paid” error. If it does not, then please do call in our Support Center so that we may troubleshoot the issue further.

Or if you resolved this issue in another way, let us know in the comments.

For the latest support news and updates, follow us on...