Sage 100

What is the proper way to write off an SO invoice that was recorded with a customer deposit? I need to re-instate the deposit in the deposit account and write off the invoice. Steps to reproduce: Create invoice #ABC1 through SO Invoice Entry for $5,000 with a $2,500 deposit on the Totals Tab and post. (Net $2,500 IN) - Post Create a credit memo applied to invoice #ABC1 through SO Invoice Entry with two lines; 1) $5,000 of revenue and 2) -$2,500 for Customer deposit. (net $2,500. CM) - Post After running both transactions, AR aging, TB, and statement shows a $0 balance for the invoice. In customer maintenance on the invoice tab, the invoice shows with a $2,500 balance. Any ideas of why? How do I get the customer maintenance screen balance correct for the invoice?

What's in the GL customer deposit account now, both entries or only one of them?

Customer deposit account balance is now $2,500. 2,500 from the original deposit, ($2,500) from the application from the initial invoice, and $2,500 from the negative line on the credit memo. The GL account is correct. So is the GL account for AR. The only thing that appears to be off is the invoice balance on the invoice in customer maintenance on the invoice tab.

Did you perform an AR cash receipts entry to record the $2500 deposit after the first invoice was entered?

I think that's the solution @DougHiggs

The standard process in SO for recording a customer deposit on an order is to record the cash receipt through AR. You process the customer payment but rather than apply it to an invoice or a PP invoice, you apply it to the customer deposit GL account. This results in an increase to a liability account rather than a decrease to AR. The prepayment is not reflected on the customer account record. (For example sake, let's say the deposit is for $2,500.) Next, you create the order and record the deposit on the Totals tab by indicating the type of payment (cash, check, or CC), the amount, and the payment reference, ie check #. (For this example, invoice is for $5,000 and the deposit amount is $2,500 with the same check number recorded above.) When you post the SO Invoice, the system records $5k in revenue, $2,5k as AR, and reduces customer deposits by $2.5k. In customer maintenance, you will set an invoice for $5,000 with a payment of $2,500 applied to it in the invoice application details. You do not need to process another payment record. My problem comes when I tried to reverse the invoice (assume the customer rejected the shipment due to damage in transit.) When I do this, the detail of the transaction application foots to zero but the invoice still shows a balance.

Well, this is what happens when you let the computer sleep over night! Yesterday evening when testing this, the balance in the detail list in the top showed a balance of $2,500 on invoice 10056. I popped in this morning to get a screen shot to help document the issue and now the balance shows $0 as it should. I had a staff member watch me as we walked through the scenario the client was experiencing on my local machine, repeating each step and we were able to recreate the behavior they experienced. Today, the balance is different and all is well. Go figure.

Happens with me with clients also. They call with an issue. When we look together, there is no issue. Go figure. How DOES the program know when you are alone and it can pull your chain????? Never in a crowd.

@ShawnSlavin Were you drinking again before work yesterday?

Nope. Just didn't stop from the night before.

LOL... awesome.

Did someone run an aging in between?

@PhilMcIntosh I ran an AR Trial Balance when I saw the balance in Customer Maintenance as well as a quick customer statement. Both properly excluded the invoice. The next day, the balance in Customer Maint was $0 as well. Don't know what caused the issue. That means that things are working ""kind of"" OK on my stock copy of Sage 100. Now I have to figure out why my customers copy of Sage 100 has a balance under the same scenario. If it weren't for the ""kind of"", I would feel positive that it is an issue of data or 3rd party add-on at the customer site. That's the premise that I am moving forward with anyway.