How to Change an Invoice Number in Sage 100

Accounts Payable Invoice Adjustments

Accessing the Invoice Data Entry Screen

To begin adjusting an AP invoice, follow these initial steps:

1. Navigate to the Accounts Payable module
2. Click on "Main"
3. Select "Invoice Data Entry"

Making the Adjustment

When adjusting an existing invoice:

1. Enter the vendor number for the invoice you wish to modify
2. Input the original invoice number
3. When prompted with "Invoice already exists," click the "Adjust" button in the bottom left corner
4. The system will display the current invoice balance in a read-only field
5. Enter the adjustment amount (positive for increases, negative for decreases)

Completing the Adjustment Process

After entering the adjustment details:

1. Click on the "Lines" tab
2. Verify or modify the general ledger account numbers where the adjustment will be posted
3. Click "Accept" to save the changes
4. Select the printer icon to initiate the update process

Accounts Receivable Invoice Modifications

Initial Setup

For AR invoice number changes, the process begins differently:

1. Access the Tasks Pane
2. Expand the Modules tab
3. Open Accounts Receivable
4. Select Invoice Data Entry

Changing Invoice Dates

When modifying invoice dates:

1. Look up the invoice number in history inquiry
2. Review the current invoice information and customer number
3. Exit and reopen invoice data entry
4. Enter the same invoice number when prompted
5. Click "Yes" when asked about adjustment

Sequential Numbering Setup

To establish sequential numbering:

1. Sign in as Administrator
2. Use Shift + F7 on the invoice number field
3. Select "NEXT" from the dropdown list
4. Enter your desired starting number

Document Preferences Configuration

Modifying Number Sequences

To change document numbering preferences:

1. Navigate to "More"
2. Select "Business Settings"
3. Choose "Document Preferences" 

Setting Number Prefixes

For prefix modifications:

1. Enter desired text (up to six characters) in the prefix field
2. Ensure the prefix hasn't been used previously
3. Save changes

Verification and Troubleshooting

Checking Adjustments

After making changes:

1. Access Vendor Maintenance or Customer Maintenance
2. Select the Invoices tab
3. Locate the adjusted invoice
4. Verify the adjustment appears with the correct amount

Common Issues and Solutions

Duplicate Numbers:

• Sage 100 will alert you if an invoice number has been used
• For same customer: Must change number before saving
• For different customer: Warning will appear but can proceed

Number Sequence Issues:

• Verify Number Sequence option available
• Use Next Available Number feature
• Confirm company and forms settings

Best Practices

Documentation Management

When changing invoice numbers:

1. Maintain clear records of all adjustments
2. Document reasons for changes
3. Keep audit trail of modifications

System Considerations

Important factors to remember:

1. Adjustments cannot be printed as new invoices
2. Consider using credit memos for customer-facing adjustments
3. Ensure proper dating of all transactions

Advanced Features

Automated Sequencing

Sage 100 offers automated features for invoice numbering:

1. Numbers are typically assigned during printing/emailing
2. Different number sequences can be used for printed vs. emailed invoices
3. Manual entry options remain available when needed

Custom Configurations

For specialized numbering needs:

1. Configure custom prefixes for different document types
2. Set specific number ranges for various departments
3. Implement validation rules for number sequences

Security and Controls

Access Rights

Ensure proper security measures:

1. Limit adjustment capabilities to authorized personnel
2. Maintain audit trails of all changes
3. Regular review of modification logs

Data Integrity

To maintain accurate records:

1. Regular reconciliation of invoice numbers
2. Periodic review of sequence integrity
3. Backup of data before major changes

Reporting Considerations

Impact on Financial Reports

When changing invoice numbers, consider:

1. Effects on aging reports
2. Impact on financial statements
3. Audit trail requirements

Tracking Modifications

For proper record-keeping:

1. Generate adjustment reports
2. Maintain modification histories
3. Document approval processes

Integration Impacts

Connected Systems

Consider effects on:

1. Third-party integrations
2. Electronic payment systems
3. Customer/vendor portals

Data Synchronization

Ensure proper synchronization:

1. Update all related records
2. Verify system-wide consistency
3. Check integration points

This comprehensive approach to changing invoice numbers in Sage 100 ensures accurate record-keeping while maintaining system integrity. Following these detailed procedures will help avoid common pitfalls and ensure successful invoice number modifications.

Citations: [1] https://www.dsdinc.com/2014/08/26/how-to-adjust-an-invoice-in-accounts-payable/ [2] https://www.youtube.com/watch?v=9byC5Ca5rig [3] https://www.youtube.com/watch?v=srXQ_QJVDa4 [4] https://www.accountingadvice.co/sage-50-invoice-numbering/ [5] https://communityhub.sage.com/us/sage_construction_and_real_estate/f/sage-100-contractor-general-discussion/198126/a-r-invoice-numbering [6] https://www.erpvar.com/blog/bid/89141/In-Sage-100-ERP-how-do-I-do-an-adjusting-invoice-entry-and-when [7] https://www.youtube.com/watch?v=glG5JPt5_Qg [8] https://help-sage100.na.sage.com/2023/Subsystems/AP/APMainProced/Adjust_a_Posted_Invoice.htm [9] https://www.youtube.com/watch?v=OzjCUBTgNjE [10] https://build.com.au/how-set-next-invoice-number-sage