AP Generate Electronic Payments

Question

Has anyone had an invoice get paid twice using AP Generate Electronic Payment? I paid an invoice February 28th. after that date, a change was made to the distributions the way Sage taught me. Reversed prior distribution entry completelety and entered new distribtuion info. Invoice now has a credit balance which caught my attention. This is great but i would have preferred not to give up $25k needlessly. 
 
 Thanks for your help! 
 Susie

Susie Allen · Accepted Answer

thank you, Art! That is the process we use to change invoices after they have been paid. We figured out how this happened. The original distribution was not posted to a job. When we changed the invoice, we entered the negative line to net original distribution to zero, and entered the new distribution which included a job#. When selecting invoices to pay, we used a conditioni for the job, thus the negative distribtuion was not picked up on the payment process. We learned from Sage support to take the extra step after changing an invoice like this to enter an "EFT" payment for $0 to "pay" those new distributions. Thankfully, we had additional invoices outstanding with the vendor so we let them know we would be taking creditts on an open invoice in our system. I learned something new in Sage after 15 years!

Art Minds · Answer

Susie, 
 You may have reversed the distribution line items that were already paid? The correct way to adjust the distribution of a paid invoice is to enter NEW distribution line items exactly matching the paid line items, but with negative amounts. Then enter NEW distributions with positive amounts to reflect the correct coding of the invoice. Your new entries will net to zero. But they will have a status of "Open", rather than "Fully paid" as the original paid distributions. So then you enter a manual dummy check with a zero check amount and select the credit line items and the new matching positive line items, and then the invoice is fully paid. 
 Art Minds Senior Independent Consultant Pasadena CA

Sage Construction & Real Estate

AP Generate Electronic Payments

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