Sage 100

v2014 Accounts receivable invoice date and posted in July. Cash receipt pre-payment for this invoice was received in June. Cash receipt was entered in June (and applied to the July invoice) with a June date and a June transaction date. the customer has no other open invoices. I would expect, but do not, see a credit balance on the 6/30 aging. Any idea why? I imagine I could back out the June cash receipt and then enter a prepaid invoice but that seems like a hassle.

@DougHiggs I had the exact same situation in the AP module. An invoice dated June 15th for services provided in July was posted to the GL in July. A check was issued on June 22nd to pay the invoice. An AP Trial Balance at 6/30/2015 doesn't show any balance for the vendor in question. I was told by Sage that this is how the system is designed. It drives from invoices and then looks at payments. If does not look at payments and then link to invoices.

Thanks Shawn. It should be looking at both invoice and payment dates. If you make a payment and both the transaction date and the payment date are in June the it should be recognized as a June transaction on the aging. The GL posting was in June why would the aging be any different?

Doug, you ask questions based upon logic, not based upon design! I was told it is Working As Designed (WAD). Said another way, preach on brother, the choir is with with you!!!!!

AR actually handles prepayments quite well, as opposed to AP, which really doesn't handle them at all. If the cash receipt was posted to the customer account in June it should appear as a PP invoice type and show a credit balance on the aging as well as on the trial balance. Have you looked at the transactions as they are shown on the invoices tab in customer maintenance? Your description makes it sound as if the invoice was actually already posted before the cash receipts entry was posted, which would explain why a PP record wasn't created.

the invoice was posted prior to the cash receipt entry. The invoice has a July invoice date and a July posting date. Then, a cash receipt was entered with a June deposit date and a June transaction date. This cash receipt was applied to the July invoice.. it was not entered as a prepaid invoice in CR entry. I am not sure what you mean by ""if the invoice was actually already posted before the cash receipts entry was posted, which would explain why a PP record wasn't created."" ... It seems to me that if a cash receipt has a deposit date of June and a transaction date of June, and it posted to the GL in June then it had better be on the AR aging in June.

When a prepayment is made to AR a PP record is created with whatever invoice number is used, so you would see 1234567-PP on the account. If the IN invoice type record is already in the system the payment will be applied to the IN record and no PP record will be created. So nothing will show on the June aging because there won't be an IN record or a PP record with a June date. There will only be a payment record associated with the IN record which has a July date.

This wasn't a prepayment in the ""Sage sense"". It was a cash receipt entered in June and applied to a July invoice.

I understand that the payment was applied to a July IN record. The technical reason it isn;t on the aging doen;t matter to me. What matters is the cash receipt was entered in June. the transaction posted to the GL in June, yet the aging doesn't reflect the credit balance.

Well, I guess I'll quote Shawn from earlier in the thread. WAD. The transactions were posted in a manner that broke the business rules for the software, so Shawn's explanation in his first reply is correct as to how the system is designed. The choir is still with you!