HELP! My Sage ERP X3 invoice shows it has an open balance but it does not appear on my Aging or Customer Situation. I see a payment in “Payment/Receipt Entry” but it does not show in the “Payment Inquiry” window
If you have ever experienced this situation, the following information may assist you in determining if the invoice is indeed open or if the invoice is closed but may appear to be open due to the Financial Matching process.
In Sage ERP X3 Version 6 (Patches 20-25 have been tested) you may run into this scenario if the following procedures were run.
Post an Unapplied Cash Receipt
For example, you enter and post an unapplied cash receipt for a customer in the amount of 1500.00.
You then realize that in fact this cash receipt should have been applied against an existing invoice by looking at the “Customer Situation” window.
Match the Posted Unapplied Cash Receipt
You go into the Financials/Matching/ Manual Matching process and match the posted unapplied cash receipt to the posted invoice.
You then go back into the “Customer Situation” window and all appears correct.
Invoice Inquiry Still Shows a Balance
You then go into Invoice Inquiry for the customer and see that the Invoice you matched still shows a balance.
Payment Inquiry Doesn’t Show Payment
Of course you think this is wrong so you go to look for the payment in “Payment Inquiry” and lo and behold the payment doesn’t show.
So, you wonder what is going on at this point. Well the issue has to do with how the Financials Matching process works when you match a Customer Invoice to a Customer payment. The matching process correctly updates the appropriate records in the GACCDUDAT table so that your collective account in the general ledger is correct but the matching process does not update the detail invoice and payment records.
Correcting the Detail Records
But don’t fret because there is a method of correcting the detail Invoice and payment records, if in fact you want to go through this exercise.
First you would unmatch the two transactions using the FinancialsMatchingUnmatching function. This reverses the matching process and will allow you to use a different X3 function to apply the payment to the invoice.
Now go to the AP-AR Accounting/Open Items/Customer Prepayment Posting function. This function will allow you to select the unapplied cash receipt and apply the cash against as many open invoices as you see fit. The screen image below shows the initial load of the screen once you have select the appropriate values related to company site and pay by.
At this point you have two different options to apply this payment against invoices. You can either click on the “ASSIGNMENT” button at the bottom of the screen to let X3 automatically assign invoices to this payment or you can change the POSTED column from “Not Allocated” to “Invoice”, enter the invoice type and enter the Ord/Inv number and manually apply the payment against the invoice.
Once you have completed all of your appropriate payment allocations, you simply click on the SAVE button, enter the appropriate transaction date and all the records in the invoice and payment tables and the general ledger tables are updated appropriately.
A couple of disclaimers/hints to keep in mind should you have invoices in this condition and plan on using this procedure to resolve the issues.
The “Unmatching” function can cause issues with the Aged Trial Balance if it is run from the original matching date. It will show the invoice as open. The new match date is always today’s date
If you have invoices partially matched from a previous period and you add the final match in this period to an invoice then all the previous match dates are updated to today’s date which will affect the Aged Trial Balance.
You should NEVER try to unmatch a payment and invoice where the payment had invoice applications made during entry and posting of the payment in the payment/receipt entry task.
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