How to Adjust an Invoice in Sage 100

Adjusting Accounts Payable Invoices

Initial Navigation

The process begins by accessing the correct module and menu options in Sage 100. To start, you'll need to:

Navigate to Accounts Payable > Main > Invoice Data Entry[1]. This will open the A/P Invoice Data Entry window where you'll perform the adjustment.

Required Information

Before proceeding with the adjustment, gather these essential details:

• Vendor number
• Original invoice number
• Adjustment amount
• General ledger account for posting
• Reason for adjustment

Step-by-Step Process

1. Enter Basic Information Enter the vendor number in the Vendor No. field, followed by the invoice number you need to adjust. The system will recognize that this invoice already exists in the database.
2. Confirm Adjustment When the "Adjust Invoice on File" window appears, click the Adjust button to proceed with the modification. This confirmation step helps prevent accidental changes to existing invoices.
3. Enter Adjustment Amount In the A/P Invoice Data Entry window, locate the Adjustment Amount field. Here you'll enter the modification amount with these rules:

• For increasing the invoice amount: Enter a positive number
• For decreasing the invoice amount: Enter a negative number (use the minus sign)

4. Account Assignment Navigate to the Lines tab to specify where the adjustment should be posted:

1. Enter the appropriate general ledger account number
2. Verify the adjustment amount
3. Ensure the posting date is correct

5. Finalize and Update After entering all necessary information:

1. Click Accept to save the adjustment
2. Click the printer button to initiate the update process
3. Follow the prompts to complete the update procedure

Adjusting Accounts Receivable Invoices

Initial Setup

The process for adjusting AR invoices differs slightly from AP adjustments. Begin by:

Navigate to Modules > Accounts Receivable > Main menu > Invoice Data Entry.

Required Information

Gather these details before proceeding:

• Customer number
• Invoice number to adjust
• Adjustment amount
• GL account for posting
• New invoice date (if applicable)

Detailed AR Adjustment Process

1. Invoice Identification Enter the invoice number you wish to adjust and click Accept when prompted with "Invoice Number already used". This step identifies the specific transaction requiring modification.
2. Customer Verification Enter the customer number associated with the invoice. The system will display a message asking "Invoice Already Exists. Adjust?" Click Yes to proceed.
3. Review Original Information Before making any changes:

1. Review the original totals displayed
2. Verify all information is correct
3. Click OK to proceed with the adjustment

4. Enter Adjustment Details When entering the adjustment amount, follow these guidelines:

• For reducing an invoice amount: Enter a negative number
• For increasing an invoice amount: Enter a positive number
• For credit memos: Use the opposite sign convention (negative to increase, positive to decrease)

5. Additional Modifications During the adjustment process, you can also:

• Modify the invoice date
• Change the invoice due date
• Add or update comments
• Adjust the GL account distribution

Special Considerations

Split Commissions

Invoices with split commissions require special handling. These cannot be adjusted directly through the standard adjustment process. Instead, you must issue a credit or debit memo through the Sales Order module.

Sales Order Module Invoices

For invoices originally generated through the Sales Order module, the recommended approach is to:

• Issue a credit memo for reductions
• Issue a debit memo for increases

Date-Only Changes

To modify only the invoice date without changing the amount:

1. Process a $0 adjustment
2. Change the dates as needed
3. Update the sales journal

Best Practices

Documentation

Maintain detailed records of all adjustments including:

• Reason for adjustment
• Authorization received
• Supporting documentation
• Audit trail references

Timing

Process adjustments promptly to:

• Maintain accurate financial records
• Ensure proper period posting
• Facilitate timely vendor payments or customer collections

Verification

After completing any adjustment:

1. Review the updated invoice details
2. Verify the GL impact
3. Confirm the adjustment appears in relevant reports
4. Check that the vendor/customer balance reflects the change

Security Considerations

Implement proper controls by:

• Limiting adjustment access to authorized personnel
• Requiring supervisory review for adjustments over certain amounts
• Maintaining an audit trail of all changes

Troubleshooting Common Issues

System Messages

Understanding common system messages:

• "Invoice Number already used": Normal prompt during adjustment process
• "Invoice Already Exists. Adjust?": Confirmation before proceeding
• "Invalid GL Account": Verify the account number exists and is active

Technical Considerations

Keep in mind:

• Ensure proper period is open for posting
• Verify user permissions are adequate
• Check system resources if performance issues occur
• Maintain regular backups before processing significant adjustments

Conclusion

Adjusting invoices in Sage 100 requires attention to detail and understanding of the system's processes. Whether working with AP or AR invoices, following these structured steps ensures accurate modifications while maintaining proper financial records. Regular practice and familiarity with these procedures will increase efficiency and reduce the likelihood of errors in the adjustment process.

Remember that while the basic process is straightforward, special cases may require additional steps or alternative approaches. When in doubt, consult with your system administrator or Sage 100 support team for guidance on complex adjustments or unusual situations.

Citations: [1] https://www.dsdinc.com/2014/08/26/how-to-adjust-an-invoice-in-accounts-payable/ [2] https://www.dwdtechgroup.com/sage-100-mas-90-200/adjust-an-accounts-payable-posted-invoice-in-sage-100/ [3] https://www.acutedata.com/how-to-adjust-an-accounts-receivable-invoice-or-credit-memo/ [4] https://help-sage100.na.sage.com/2024/Subsystems/AP/APMAIN/ADJUST_INV_ON_FILE_OVR.htm [5] https://www.caserv.com/2024/05/16/sage-100-adjusting-an-accounts-payable-invoice/ [6] https://www.caserv.com/2020/08/17/sage-100cloud-how-to-adjust-an-invoice-in-accounts-receivable/