Sage 100

Client has experienced in the last two SAGE ERP 100 Standard Accounts Receivable invoice cycles - undetected out-of-balance printed invoices. The out-of-balance situation is detected after the Sales Journal is printed and updated - by the Daily Transaction Register (DTR). Is there any method to detect out-of-balance customer invoices before they printed? They usually print about 70 - 100 invoices in an invoice cycle.

What version are they on? This was an SO issue in v4.5 (I think) last year. Maybe it is related.

You could write a Crystal Report that compare the total of the lines with the Taxable + Nontaxable amount from the header.

Are you importing with VI?

Hey Michael none of my Sage customer maintenance invoices balance - maybe Sage is re-writing accounting rules to match their programming skills ... sorry couldn't resist..

They are running version 4.30 SU21 - we are not importing invoices - the two invoices that this happend with were one line invoices with a Misc Item code (they do not have Inventory) - my guess is it is a user/keyboard/fat fingers issue. @BethBowers - I will try the Crystal Report.

@WayneSchulz No kidding! Like Adam Savage from Mythbusters. ""I reject your reality and substitute my own.

What account is out of balance in the DTR? AR/Sales or Inv/COGS? Was it the same Misc code with both invoices. Was the misc code recently set up? How many decimal places?

@MichaelMcDonald - I actually had this happen to my own MAS when I was on 4.3. I type my invoices in and I had two in one batch that ended up being out of balance and of course I didn't notice, either, until one of my reseller clients brought it to my attention. (Sigh - red faced.)

to add to Jeff's questions, did the out of balance show on the invoice like it did for Beth or not?

@JohnBroadfoot - just to clarify - there was no ""OUT OF BALANCE"" printing on the invoices - you just had to notice that the line wasn't equal to the total.

The two invoices used two diffferent Misc Item codes, that have been used for several years. The difference did show on both invoices (both were one line invoices) with the line amount being higher than the invoice total. They did not review the invoices close enough to ""catch"" the error. So the sales account associated with the Misc Item code was credited with a higher number then the debit to the Accounts Receivable account. These are monthly warehouse storage fees calulated based on a rate per Sq Ft. There is no Inv/COGS involved and the rate is an even dollar amount shown with two decimal places, I.E. $50.00.

Were they pennies off or $$'s off?

Here is something to try. Enter a test invoice. Enter one line on tab three, then click on tab four. Then go back to tab three and change the value of the line, then click accept. DO NOT click on the totals tab four. In the back of my mind, I read somewhere that by not going back to tab 4, the invoice totals were not being recalculated. Just a wild idea, but worth a shot.

I've seen @JeffSchwenk's scenario as well. I always encourage customers to go back to the Totals tab after making changes to the Lines tab just to force a recalculation.

I have a client on that version of Mas90 that sometimes gets OOB invoices as well - so sporadic that we actually put something in the crystal invoice form to make it REAL obvious that the invoices was out of balance. Did not exactly correct the issue, but at least it catches it prior to update. This client has and uses inventory, but also makes extensive use of Misc items and charges.