You have credit notes but all invoices have been paid?

Has somebody posted GL journals to the account?

Hi Kingy,

Thank you for your response!

After further investigation, I couldn't locate any related credit memos in the credit memo inquiry despite finding a record in the invoice lines (Sales > Inquiries > Invoice Lines). I have already unchecked the "invoice" and "pro forma" options, but the list remains empty in terms of credit memos associated with the open item. I'm pretty sure it's paid as those Open Items are existed in the Payment record.

However, I did find relevant records in the GL journals (Financials > Journals > Journal Entry) that seem to be linked to this open item. 

I would appreciate further guidance on how these GL journal entries are related to the open item and why they show a negative balance.

Again, thank you for your assistance!

Hi there,

whether or not a general journal creates an open item is driven by the open item flag in the document type.

If you look at the original journal and choose properties from the right hand utilities menu it should tell you who created the journal.

If you are really lucky they may have put a comment on thejournal header to explain what they did and why.

It is quite common to use a GL journal to write off small amounts even though there is a process you can run within a payment/receipt record to also do that.

Hi Kingy,

Thank you for your continued support.

Despite my thorough investigation, I haven't been able to find any comments in the GL journals explaining the reason for the negative balance in the Open Item. I'm still uncertain about how the value of the Open Item is calculated, especially since it differs from the product price.

Additionally, I would like to understand if a negative value is indeed allowed in the Open Item's balance within Sage X3.

I appreciate your guidance and expertise on these matters. If there are specific resources or documentation that could shed light on the calculation of Open Item values or the allowance of negative balances, I would be grateful for your assistance.

Thank you once again for your time and support.

you need to be aware that X3 will allow negative numbers in a journal. To reverse a journal you can either reverse the debits and make them credits OR show negative debits and negative credits.

Did you find out who generated the journal?

Hi Kingy,

I found out the formula of the Open Item's balance is AMTCUR - PAYCUR, while in the database, my PAYCUR is greater than AMTCUR which results in negative value. Does it mean it's an overpayment?

Thanks!

Looks like it

You need to check the relevant documents.

Do an open item enquiry but tick the box to show paid items.

That will give you an idea of what is going on perhaps.

Hi Kingy,

Thank you for your continuous support! I really appreciate your help and kindness!

Hello!

When we have encountered cases where AMTCUR-PAYCUR is showing a negative value in most instances was related with problems between payment and its reversal.

Let me explain - probably you know already but for completeness: 

Payment Allocation

• When you allocate an open item in GESPAY (Payment Screen) the amount allocated increases the TMP* Amount (Currency and Local) with the corresponding values.
• Once the payment is posted and the Open Item matched it moves the amount from TMP* to PAY*
• If Currency variances an MTC Journal is created (for Partial and Fully allocations or only for Full Allocations - depending on your system settings)

Manual Allocation

• When you Match an Open Item the amount moves directly to PAY* as there is no "temporary" allocation.
• If Currency variances an MTC Journal is created  (for Partial and Fully allocations or only for Full Allocations - depending on your system settings)

All good so far - the problem we found in the past was specific to GESPAY (Payment Allocation) and Payment  reversal - the process completes successfully but for some reason the Reversal is not matched properly to original Payment Posting - at this point the system would update the TMPCUR amount but do not update the PAYCUR. Meaning that the next time you would post the payment PAYCUR would be increased again and the Open Item Balance would show negative amount.

To make it clear with some numbers:

As I pointed it might not be your case but I just in case I would suggest to check the transactions for the account in question and identify if you have reversals not matched.

Good Luck!

Hi Ramon Pairau,

I truly appreciate your generosity in imparting your expertise. It has been incredibly beneficial, and I am grateful for the opportunity to learn from you. 

Hi Yong, which patch are you working on ? Is it then a bug according to commented by Ramon, due to reversal payments? but, in which circumstances currently? since that only sounds to me like a long time ago

Hi MFALCO,

Currently I'm doing this on v11, and I will check if the negative balance is caused by the bug that is mentioned by Ramon. I'll get back to you if I found something.

Thank you for your reply.

You are more than welcome Yong Zi Hean - please note that it might not necessarily be a bug - there could be config or something preventing the matching and fixing that could resolve it - not for existing but for future ones. You could have a quick look at the Accounting Task log for any matching errors and that might give you further insights.

I'd also check if there are some specific automatic journals, especially those that can change the accounting of payment lines criteria...