I have just started using sage 2011 at work and have made an embarrasing blunder which I do not know how to solve. W are in the process of Moving our accounts from quick boos to sage and an invoce has been entered incorectly (happily that part was not my fault) previously to it being entered 3 'payments on account' were entered which covered the true value of this invoice (339.99) Howver the invoice has been entered as £399.99. I have now allocated the 23 payments on account to the invoice and 'paid it in full' which left £60 to pay in reality which I have reised a credit note for but as the invoice is now showed as paid I cannot 'pay in full' ie remove the credit note.
If this makes sence and any one can help me it would be much appreciated as this is a very embarrasing blunder from a learner
If the invoice was entered as £399.99 instead of £339.99, and the 3 (or is it 23 - one or the other is a typo) payments add up to the correct amount, the invoice *should* be showing the difference (£60) outstanding. You should therefore be able to allocate the credit to the invoice.
Up to the point you say you raised the credit note, that's what appears to be the case - but what you then say leaves me confused; if the invoice is showing as paid in full, with no balance, then the payments must have been entered incorrectly as well, and add up to the wrong amount - or there's another error in there somewhere that you haven't spotted/mentioned in your post.
Oh, hang on - you say you're moving from Quickbooks to Sage; I've assumed that the problem you're talking about is in Sage. Is it actually in Quickbooks? (I don't know anything about Quickbooks after cursing it to hell and back many years ago!)
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Vince M Hudd - Soft Rock Software
(I only came here looking for fellow apiarists...)
the mistake is on sage. I am new to bookeeping so its confusing. the invice was incorectly entered at £399.99 and when I allocated the 3 payments and the invoice as payed in full it came up with a message saying £60 outstanding (or something to that effect) but when I have gone back to the banking page the invoice is no longer showing up on the o/s (outstanding only) page. I will have to check again as to what it says next to the invoice on the 'show all' part of the banking page. but I would have thought that the £60 should show somewhere.
I dont know any ideas of how I can allocate the credit another way?
is it important that when I allocated those payments and the invoice as pay in full, then the message about the £60 came up I saved any way (at that point thinking I could 'pay in full' the credit by itself as I worte the credit after I had done this.
When you enter payments and allocate them against an invoice, if the payments don't fully clear the invoice, you don't get a message to say what's still outstanding. The only time you get a message to that effect when entering payments on the purchase ledger is when you enter the payment for too much: It's telling you that the outstanding balance on the invoice was (say) £113.33 - assuming it was one third of the correct amount - and the payment you've entered was £60 higher (ie I'm assuming £173.33); it's telling you that there is an unallocated amount on that payment, which will be saved as a payment on account.
So it's starting to sound like the invoice has actually been entered correctly, and the payments (or one of them) incorrectly.
If that's the case, the supplier account will be showing a negative balance - £60. Entering a credit note will actually increase that, which is the wrong thing to do.
What you need to do (if my assumptions are correct) is enter a £60 refund to clear the apparent overpayment - but check that what I'm assuming is correct first:
Go to the supplier account, and look at the activity.
Find the invoice in question and click on it, so that the splits/allocations appear in the lower pane
That'll show you the original invoice amount, and the payments allocated against it.
Perhaps list the transactions here - but note: it is important to be accurate in what you post; if you make a mistake, then anyone trying to help is likely to give you the wrong answer/advise, which will make things worse. (You don't need any details that might reveal too much about the company/the supplier, etc - just transaction type, amounts, stuff like that).
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Vince M Hudd - Soft Rock Software
(I only came here looking for fellow apiarists...)
Thanks so much for getting back to me. The invoice is defeinatly entered wrongly at £399.99. When I went ito the clients activity page it shows a the invoice, the 3 payments on account (allocated) and a sales recept for £60. Having spoken to the accountant who set us up on sage he agreed that the only thing to do was to make out a new invoice for 60 (referencing on it that it was for the underpaid original invoice) and then I could allocate the credit to this new invoice Which I have now done. I realise this isnt the best thing but not sure what else to do.
However I realise this will probably cause some issue with reconcilliation. (something I have never done yet so am not familliar with) Any ideas How I can earn some brownie point by sorting this before the first reconcilliation is performed?)
Lol what a pickle eh? the joys of changing from quickbooks to Sage (this is all on sage btw) Bareing in mind we only changed over to sage at the begining of the month and the final bits of invoice transfere only took place 4 days ago which is why these rooky mistakes are still being made!
That's slightly different to what you originally said, and my interpretation of it, and you are still not being entirely clear when you say the accountant suggested making out a new invoice for £60 "referencing on it that it was for the underpaid original invoice" - it doesn't sound at all like the invoice is underpaid, and if it was, posting another £60 invoice wouldn't solve that!
It now sounds like what has happened is:
The original invoice was entered incorrectly, at £399.99 instead of £339.99
The three payments for it were originally entered correctly (at £113.33?) but posted as payments on account
Those payments were subsequently allocated to the invoice, leaving a balance of £60
A further payment of £60 was entered and allocated against the invoice, resulting in it being paid in full (I assume nobody actually physically made a payment of £60 to the supplier, otherwise your supplier now owes you that money!)
However, whether that IS what happened, I'm not sure. :/
As I said before, clarity is needed in order to get to the bottom of this. Without proper clarity, it's too easy for people trying to help to misunderstand the nature of your problem, and therefore to give advise which isn't correct. (I've a sneaking suspicion that's the case with the advise your accountant gave, as well.)
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Vince M Hudd - Soft Rock Software
(I only came here looking for fellow apiarists...)
That is exactly waht has happened. invoice posted wrongly at £399.99
The three payments on acount were for
£100 £119.99 £120= £339.99 the right amount!
However the invoice was engtered wrongly on sage at £399.99 so when I alocated those payments there should have been an outstanding balance of £60 (at this point the credit note I mentioned had not been written) I ticked the payments and invoice as paid in full and box came up mentioniong the £60 but I saved any way, Thinking this £60 would still show on the banking page.
I then made the credit note Updated and went back to the banking page expecting to be able to see the invoice reduced to £60 (as would happen in quickbooks sort of) but the invoice was no longer there meaning there was nothing to allocate the credit note against.
When you go to customer activity it shows the 3 payments on account, the invoice and a 'sales recipt' for £60 and, now, a credit note for £60
I have now done an new invoice for £60 updated and allocated the credit note to the new invoice (which is the one that refeences the original invoice)
Okay, that makes sense - much more so than it did yesterday (though how much of that was down to me just being tired and stressed, I don't know).
There are a couple of issues there that need to be dealt with.
Firstly, that £60 should indeed appear on "the banking page" - depending on what you mean by the banking page! It should appear in the bank account that was selected when it was posted; if that account is one that needs reconciling, it should appear as unreconciled until it appears on the corresponding bank statement - which, of course, it never will.
Rather than give a full set of instructions, with lots of ifs and buts, I'll do it step by step - telling you what things to check before proceeding with the next instruction, after you reply.
So, to start with, that £60 invoice you posted on the adviCe (with a C, see?) of the accountant. As it stands, you've reduced the sales value from £399.99 to £339.99 with your credit note (correctly) - and then bumped it back up to £399.99 with that invoice. Did he also ask you to post another, related transaction - for example, a bank payment (for £60) to the nominal sales code?
If not, we can delete that invoice - but note: ONLY do this, if the accountant DIDN'T tell you to post an additional transaction as above. If he did, instead, report here exactly what he told you to do.
But if the invoice was the only transaction, do this:
Get its transaction number from the sales ledger account.
Close all the windows in Sage, and go to File => Maintenance, and in the window that appears, click on "Corrections".
Look in the top right, and make sure it's showing "All records". If it isn't, click on the magnifying glass.
Now in the bottom left, click on the "Find" button, and enter that transaction number.
After a brief search, the transaction in question will be highlighted. Click on "Delete" on the toolbar at the top.
That will get rid of the £60 invoice, and the sales ledger account will now show the £60 credit as unpaid/unallocated once again - check that's so, and report back.
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Vince M Hudd - Soft Rock Software
(I only came here looking for fellow apiarists...)
