Before diving into the reversal process, it’s critical to understand the common pitfalls that lead to invoice errors. In many cases, the original invoice entry might include issues such as a negative quantity, negative check, or even an un-issued check that now appears in check history. These mistakes often occur when the Check system settings or Payable module aren’t configured properly. Additionally, errors can manifest due to incorrect data entries in fields like the Check Amount field, Check Number field, or discrepancies in the invoice number field. Whether you’re handling cost invoices, Payable Invoices, or credit invoices, ensuring that every detail from the original posting amounts to invoice status is accurate is essential for smooth operations.
To facilitate the process, Sage 100 includes options such as the Invoice on File window, Manual Check and Payment Entry, and even tools like the Reverse Check function. Understanding how these modules integrate—along with access to integrated modules like the Sales Order module and Purchase Order receipt systems—means you can correct errors promptly. This guide features individual screen shots and video format instructions (available through Sage University and FAQs & Sage) to support both beginners and experienced users.
Start by accessing the invoice in Accounts where the error was first identified. Open the Invoice file using the File menu, and check for any discrepancies such as adjustments to invoice date, incorrect invoice, or unwanted invoices. You may have noticed issues with negative invoice entries, a negative check in the bank reconciliation balance, or even an entire check reversal requirement. Ensure you verify details such as the bank code and original checks, as these are critical for the next steps.
Navigate to the Invoice on File window. This is where you initiate the Invoice Reversal process. Use the Edit menu to adjust the invoice. Here, you can use the Adjust Invoice function to begin creating a credit memo, debit memos, or a payable credit invoice if necessary. If any invoice adjustments are required—like adjusting the Invoice Date or applying a negative quantity—the Description text box and Description box are ideal for noting the changes. These additional steps provide vital documentation, ensuring compliance with your organization’s Accounts Payable Options and integrated modules’ requirements.
Next, focus on resolving any discrepancies related to check entries. If a check reversal is needed, locate the check entries by accessing the check history using the History check box and reviewing the individual screen shots. In case a check reversal instruction is needed, follow the proper steps outlined for the Reverse Check option. Verify the entire check, ensuring that every detail—from the Check Amount field to check type—is accurate. In scenarios where you must reverse a negative check or standard check, use the distribution button and manual distribution options to reassign distributions during check reversals. Always verify that your reversal process covers the exact check distribution, check dateNegative entries, and dollar check details to ensure accurate check reversals.
After completing the check reversal, proceed to update the invoice balances. Use available fields like the Totals tab and Lines tab to confirm that the invoice balances reflect the adjustment batch accurately. Manual Check and Payment Entry will allow you to make further manual distribution adjustments if you have issues with invoice receipts or if you need to correct a wrong invoice or wrong vendor issue. Additionally, verify that the invoice has been completely removed from the Invoice file and is no longer listed as a negative invoice, thereby ensuring no residual data disrupts future transactions.
Before concluding the process, review all changes via the Confirmation message and check for any common error messages. Revisit the source journal and invoice posting sections to confirm that the original posting amounts, such as original cash receipt or original purchase, have been accurately reversed. When utilizing step by step software, ensure that every setting, whether it’s from the Check system settings or Monetary adjustments fields, has been correctly applied. Once you’ve completed these verification steps, the reversal process is complete.
For more intricate cases, such as reversing transactions involving future-dated transactions or adjustments to bank reconciliation balance and adjusted bank balance amount, refer to the detailed steps provided in the Sage 100 Tips & Tricks guide. Additionally, users who encounter the wrong customer scenario or issues arising from using unusable check stock (sometimes noted as VOID CHECK) should consult additional training resources or submit a customer support ticket online with customer support.
By following these comprehensive, detailed steps, you should now have the clarity needed to perform an invoice reversal in Sage 100 with precision. Remember, whether you’re working through the Payable module or referencing additional steps like Manual distribution or distribution during check reversals, the process is seamless when executed correctly.
With practice, the reversal process—from verifying the original invoice entry to making final adjustments—becomes an integral part of managing invoice receipts effectively within Sage 100. Stay updated with the latest software updates and take advantage of Sage University and Sage 100 Subscription offerings to keep your skills sharp, ensuring your invoice balances always reflect accurate financial data.
By following these proper steps, even complex issues involving invoice in Accounts, negative quantity entries, and integrated modules will soon become routine operations in your financial system.