We are a retail store that sometimes has merchandise returned. In AccPac we would create a negative balance invoice and the amount would be handled (in the background by AccPac) as a payment; the amount would be applied to the earliest invoice or balance forward amount. We are now running Adagio side by side with AccPac and upon running statements we have found that Adagio does not handle negative balance invoices in this manner.

How does Adagio handle these invoices? (They are showing up as with the current amount equal to the original amount.)
Is there a way to make Adagio handle them the same way as AccPac?

Thanks
-RT

Is the customer for whom the negative invoice is being entered a balance forward or open item customer?

This particular customer is balance forward, however, we also have a few open item customers and need to know how the same scenario will affect them.

This is a major issue as we discovered it during the printing of statements. Since, we have not fully switched over to Adagio, we were able to go ahead and send out the statements we printed in AccPac, but we don't want to enter any new data into the Adagio system until we get this issue resolved.

We also noticed on the statement that in the 'original amount' column there is a 0.00 for all cash entries. Why are cash entries showing up this way?

-RT

Hello RT,

For Balance Forward customers, Accpac Plus created cash transactions to match these documents. Adagio Receivables does not create cash transactions to match Negative Invoices to outstanding Invoices for Balance Forward Accounts.

Instead of negative Invoices, post Credit notes instead.

For Open Item customers, you must have had a procedure to match the unmatched transactions. Plus did not automatically match them. To match unmatched transactions, create a 0.00 cash entry and select the positive and negative invoices.

Did you convert your statement from Plus? If you didn’t, you may be comparing 2 different types of Statement.

Is there a way to correct the negative invoices that have already been posted to the Adagio system?

Hello RT,

To match unmatched transactions for Open Item Customers, create a 0.00 cash entry and select the positive and negative invoices.

To match unmatched transactions for Balance forward customers, you will have to change them to Open item and then create a 0.00 cash entry and select the positive and negative invoices.

If the Customer balance nets to 0.00, you may also use Write-off to write off Balances from $0.00 to $0.00.

Before seeing your post, we already started trying to correct the problem.

We created an adjustment batch and on the negative invoices credited the amount and then adjusted the positive invoices debiting the amount of the negative invoice. This seems like it should work. Is there any reason that it would not?

-RT

Hello RT,

Adjustments will work as well. I recommended Cash Entry because it is more straightforward.

OK, all of the negative balance invoices have been adjusted.

Now I have started entering Credit Notes instead of negative balance invoices. I have one balance forward customer who has a credit as a balance and also has a credit note posted to his account. On my overdue receivables report the credit note (posted as 2/27/09 with the same document date) is showing in the over 90 day column instead of the current column.

While this is not a big issue I would like to know how Adagio is handling this. Why is the CN showing up in the 90+ column?

-RT

Hello RT,

The Credit Note is aged in the aging category with the
invoice(s) it has been applied to.

What if there is nothing to apply the CN to?

The CN in question was posted last month with nothing to apply it to. I was expecting to see it in the 1 - 30 column, but it is in the 90+ column.

Hello RT,

If the Credit note is not fully applied then the part of it that is unapplied will age in the Current column.

If there were invoice transactions on file or new debit transactions posted after the Credit note, it will automatically be applied to them.

Try printing the Customer Transactions report with the option, Include applied detail, to see the transactions that have been applied to the Credit note.

If you want to experiment with Credit notes, I suggest that you try posting some sample transactions in the Receivables sample data. If you chose to install it, it is in the program directory: softrak\crwin\samdata.