I am trawling through a bundle of remittances which i have matched to hard copy invoices so i can post several months worth of receipts. However in the customer activity i cannot see the invoice number. I have then checked the invoice list, and the invoice number on the remittance and printed invoice has been allocated to a different customer.
Sage are as baffled as me, and have said it is down to human error rather than a technical issue with the software. I have around 40 printed invoices that have been paid for, which i cannot post a receipt against as they are the invoice number is now assigned to another customer.
apologies I really cannot visualise this query - are the invoices raised manually rather than on sage? I am unable to understand how a sage raised invoice would post to a different account.
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Donna Curling - Complete Book-Keeping Ltd (CBKLtd) - 07939 101900
I presume you've done all the data checking available in Sage and there's nothing to report?
I think I'd be inclined to engage with either John Donnelly, at Leyburn Solutions, or Bruce Denney, at Making I.T. Happen, for stuff like this. Very knowledgeable guys.
Have they done this through the recall invoice option and then forgotten to change the customer name before loading the invoice?
Maybe you could post a screen shot of the invoice page, although the above seems most likely to me (as someone who has made that mistake, although only on one invoice). If it is this then consider manual Credit note and re invoice to correct account although if there are a lot you may wish to avoid this (don't do via the invoice facility or this will mess up your future numbering). Or as Ian suggests speak to one of the guys he mentions, both do great work/ have great reviews and are on this site somewhere.
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Joanne
Winner of Bookkeeper of the Year 2015, 2016 & 2017
Thoughts are my own/not to be regarded as official advice,which should be sought from a suitably qualified Accountant.
You should check out answers with reference to the legal position
Sage checked for any corruption and there was nothing to report.
The MD raises the sales invoices and i cannot speak to her just yet. She did comment a few weeks ago, that she though there may be invoice numbers missing in Sage. Nothing else was mentioned so i didnt push it with being new with the company.
The printed invoices are correct as the customer would not issue a payment. I just cant get my head around around the MD has managed to then go on to use some of these invoices numbers to generate invoices for other companies.
I think i need to have a chat with Leyburn or Making IT Happen.
Any chance you can sit with her whilst she shows you what she has done? (After taking a back up of course). Just read your post again and you mention printed invoices, but are they appearing anywhere in sage? Are they listed under a different customer? Or not on there at all?
Sounds like they have been raised as draft but not posted? Also it's possible the MD has done a reset on the invoicing page which may mean the system has started again, or if they did a restore after issuing a batch it will not have picked up the new ones.
Can you check via the invoicing screen - go into a blank invoice & overtype the <autonumber> with one of the numbers you have printed then tab along. If the invoice appears then it means it is definitely in the system somewhere.
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Joanne
Winner of Bookkeeper of the Year 2015, 2016 & 2017
Thoughts are my own/not to be regarded as official advice,which should be sought from a suitably qualified Accountant.
You should check out answers with reference to the legal position
I have just printed off a day book summary, and there are no invoices for Aug - Oct, despite me physically looking at the hard copies as we speak.
I have spoken to a lovely chap at Leyburn, and we have established that the invoice numbers have been generated again under a different customer as whoever has restored a backup, must have not restored the most recent back up.
Such a mess really!
I have 2 options > 1, Restore to the most recent backup, and re-invoice from last week of November. Or option 2 is to find out exactly which invoice numbers have been used twice, and re-invoice the earlier customer that wasnt restored from the last backup.
Oh heck, good thing is that at least you now know why!!! That's always half the battle. Need to try to find out why a different back up was restored or you could be opening up a whole NW can of worms. The prudent me says go to the earlier back up even if it's a bit extra work. But how about using the later back up, extract the info of the new clients you need to invoice, invoice manually (??), restore earlier back up, add re-invoices via as pad sheet data import (giving them an additional reference eg a letter, so you don't get things mixed up? Something along those lines anyway. Good luck with it.
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Joanne
Winner of Bookkeeper of the Year 2015, 2016 & 2017
Thoughts are my own/not to be regarded as official advice,which should be sought from a suitably qualified Accountant.
You should check out answers with reference to the legal position
New can of worms is what i am afraid of. The accountant has been using a manual cash book for this financial year, so looks like i will be continuing with that until i can sort Sage out.
