Basic Invoice Adjustment Process
The fundamental process of adjusting an accounts receivable invoice in Sage 100 begins with accessing the correct module and following specific steps. First, navigate to the Accounts Receivable module through the main menu. The adjustment process allows you to modify various aspects of an invoice, including amounts, dates, and other key details.
Initial Navigation Steps Navigate to Modules > Accounts Receivable > Main menu > Invoice Data Entry to begin the adjustment process. This path ensures you're in the correct location to make your desired changes.
Entering Invoice Information Enter the invoice number you wish to adjust in the Invoice Number field. When you do this, the system will display a message indicating that the invoice number has already been used. This is normal - click Accept to proceed with the adjustment.
Types of Adjustments
Amount Adjustments To modify the invoice amount:
- Enter a negative number to reduce the invoice amount
- Enter a positive number to increase the invoice amount
Credit Memo Adjustments When adjusting credit memos, the process works in reverse:
- Enter a negative amount to adjust positively
- Enter a positive amount to adjust negatively
Date Modifications
You can modify both the Invoice Date and Invoice Due Date within the data entry window. To change dates:
- Access the data entry window
- Navigate to the dates section
- Make the desired changes
- Click the Totals tab
- Accept the entry
It's worth noting that you can process a $0 adjustment solely to change the dates on an invoice.
Special Considerations
Sales Order Generated Invoices For invoices that originated from the Sales Order module, the adjustment process differs slightly. These invoices should be adjusted by entering either a credit memo or debit memo rather than making direct adjustments.
Split Commission Invoices Invoices with split commissions require special handling. These cannot be adjusted directly and must be modified through the Sales Order module using a credit or debit memo.
General Ledger Integration
When making adjustments, you'll need to consider the general ledger impact. To enter an adjustment against a G/L account, use a sales code of miscellaneous. This ensures proper tracking and accounting of all adjustments in your financial records.
Updating and Finalizing Adjustments
After making the necessary changes, follow these steps to complete the process:
- Review all adjustments for accuracy
- Click Accept to save the changes
- Click the printer icon
- Modify the posting date if needed
- Open Modules > Accounts Receivable > Main menu > Sales Journal
- Print and update the adjustment
Best Practices for Invoice Adjustments
Documentation Always maintain clear documentation of why adjustments were made. While Sage 100 allows you to add comments to adjustments, it's also good practice to maintain separate documentation of significant changes.
Verification Before finalizing any adjustment:
- Double-check all entered amounts
- Verify the correct G/L accounts are being used
- Ensure dates are accurate
- Confirm the adjustment type is appropriate for your situation
Common Scenarios
Customer Overpayments When dealing with customer overpayments, you can adjust the invoice through Invoice Data Entry. Use the cash clearing account to record the cash portion of the transaction.
Sales Tax Corrections If you need to correct sales tax on an invoice, you can create specific adjustments to modify only the tax portion without affecting the rest of the invoice.
System Requirements and Considerations
Electronic Billing Integration Modern accounts receivable management often involves electronic billing systems. When making adjustments, ensure that any integrated payment processing systems are properly updated to reflect the changes.
Automation Considerations While manual adjustments are sometimes necessary, implementing accounts receivable automation can reduce time spent on cash collection by up to 80%. Consider setting up automated processes for routine adjustments while maintaining manual oversight for more complex situations.
Troubleshooting Common Issues
If you encounter problems during the adjustment process:
- Verify you have proper system permissions
- Ensure the invoice isn't locked by another user
- Check that the accounting period is still open
- Confirm the customer account is active
Professional Support
While the adjustment process is straightforward, complex situations may require professional assistance. If you encounter difficulties, consider reaching out to Sage 100 support specialists. They can provide guidance on:
- Complex adjustments
- System configurations
- Best practices for your specific industry
- Integration with other modules
Conclusion
Mastering the process of adjusting accounts receivable invoices in Sage 100 is crucial for maintaining accurate financial records. By following these detailed steps and best practices, you can ensure that your adjustments are processed correctly and maintain the integrity of your accounting system. Remember to always verify your work and maintain proper documentation of all adjustments for future reference.
Citations: [1] https://www.acutedata.com/how-to-adjust-an-accounts-receivable-invoice-or-credit-memo/ [2] https://www.dwdtechgroup.com/sage-100-mas-90-200/adjust-an-accounts-payable-posted-invoice-in-sage-100/ [3] https://www.youtube.com/watch?v=glG5JPt5_Qg [4] https://www.youtube.com/watch?v=srXQ_QJVDa4 [5] https://help-sage100.na.sage.com/2018/Subsystems/AR/ARPROCED/ADJUST_THE_INVOICE_OR_CREDIT_MEMO.htm [6] https://www.dwdtechgroup.com/webinar/oops-i-did-it-again-how-to-correct-common-mistakes-in-sage-100/ [7] https://www.youtube.com/watch?v=KHwirNe0Ryc [8] https://upflow.io/blog/ar-collections/accounts-receivable-management [9] https://www.youtube.com/watch?v=5q7DVlLOEKs [10] https://help-sage100.na.sage.com/2024/Subsystems/AR/ARPROCED/ADJUST_A_PROCESSED_INVOICE.htm
