How to Adjust an AR Invoice in Sage 100

Understanding AR Invoice Adjustments

An accounts receivable invoice adjustment is necessary when you need to modify an existing invoice amount, whether to increase or decrease the total. Common scenarios include correcting billing errors, applying additional charges, or accounting for customer overpayments.

Prerequisites

Before beginning the adjustment process, ensure you have:

• Valid login credentials for Sage 100
• The original invoice number
• The customer number
• The adjustment amount
• Appropriate general ledger account codes

Step-by-Step Adjustment Process

Accessing Invoice Data Entry

1. Open the Modules menu in Sage 100
2. Select Accounts Receivable
3. Navigate to Main menu
4. Click on Invoice Data Entry

Locating the Invoice

Enter the Invoice Number you wish to adjust in the designated field. The system will display a message indicating "Invoice Number already used" - this is normal. Click Accept to proceed.

Customer Verification

Input the Customer Number associated with the invoice. When prompted with "Invoice Already Exists. Adjust?" click Yes to continue.

Reviewing Original Totals

The system will display the Original Totals for the invoice. Take a moment to verify these amounts before proceeding with any adjustments. Click OK after confirmation.

Making the Adjustment

Positive Adjustments

To increase the invoice amount:

• Enter the change as a positive number
• Use the appropriate sales code (typically miscellaneous for G/L account adjustments)
• Verify the invoice date

Negative Adjustments

To reduce the invoice amount:

• Enter the change as a negative number
• For credit memos, use the opposite sign (positive to reduce, negative to increase)
• Double-check the posting date before proceeding

Date Modifications

You have the flexibility to modify both the Invoice Date and Invoice Due Date during the adjustment process. To change dates:

1. Make desired changes within the data entry window
2. Click the Totals tab
3. Accept the entry
4. Update the A/R sales journal

Special Considerations

Split Commissions

Invoices with split commissions require special handling. These cannot be adjusted directly and must be modified through the Sales Order module using either a credit or debit memo.

Credit Memos

When adjusting credit memos, remember:

• Enter negative amounts to adjust positively
• Enter positive amounts to adjust negatively
• Verify all totals before finalizing

Updating the Adjustment

Sales Journal Processing

After completing the adjustment:

1. Navigate to Modules > Accounts Receivable > Main menu
2. Select Sales Journal
3. Print and update the adjustment

Verification Process

To confirm the adjustment has been properly recorded:

1. Access Vendor Inquiry from the main folder
2. Select the relevant vendor number
3. Review the Invoices tab
4. Verify the adjustment appears with the correct amount

Best Practices

Documentation

Maintain clear records of all adjustments by:

• Adding detailed comments to explain the reason for adjustment
• Keeping supporting documentation on file
• Recording the adjustment date and authorized personnel

Timing Considerations

Process adjustments in a timely manner to:

• Maintain accurate financial statements
• Ensure proper period closing
• Facilitate accurate customer statements

Quality Control

Implement these quality control measures:

1. Double-check all amounts before processing
2. Verify G/L account codes are correct
3. Ensure proper authorization is obtained
4. Review adjustment reports promptly

Troubleshooting Common Issues

System Messages

If you encounter error messages:

• Verify all required fields are completed
• Check for proper date formats
• Ensure you have proper security clearance
• Confirm the period is open for posting

Data Validation

Before finalizing any adjustment:

• Compare the original invoice amount
• Verify the adjustment calculation
• Check the resulting balance
• Confirm the correct G/L accounts are affected

Post-Adjustment Procedures

Reporting

Generate these reports to maintain proper documentation:

• Adjustment register
• Updated customer statements
• G/L transaction detail
• Sales journal updates

Record Keeping

Maintain accurate records by:

• Filing adjustment documentation
• Updating customer records
• Recording audit trail information
• Archiving supporting documents

Conclusion

Proper AR invoice adjustment in Sage 100 requires attention to detail and adherence to established procedures. By following these steps and maintaining appropriate documentation, you can ensure accurate financial records and maintain proper customer account balances. Remember to verify all adjustments and maintain clear documentation for audit purposes.

Citations: [1] https://www.acutedata.com/how-to-adjust-an-accounts-receivable-invoice-or-credit-memo/ [2] https://ahrefs.com/blog/seo-writing/ [3] https://blog.hubspot.com/marketing/blogging-for-seo [4] https://www.linkedin.com/pulse/bullet-points-good-seo-mirza-baig--xk9cc [5] https://www.youtube.com/watch?v=glG5JPt5_Qg [6] https://help-sage100.na.sage.com/2018/Subsystems/AR/ARPROCED/ADJUST_THE_INVOICE_OR_CREDIT_MEMO.htm [7] https://getgenie.ai/how-to-optimize-write-bullet-points/ [8] https://www.incrementors.com/blog/how-to-write-seo-friendly-blog-posts/ [9] https://contentwriters.com/blog/seo-basics-how-to-write-an-seo-friendly-blog-post/ [10] https://www.growthmarketingpro.com/how-to-write-a-blog-post-that-will-increase-seo/