Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

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Posted on by Corrie Kumbalek

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We have subcontractor vouchers that we enter with "Pay when Paid" terms. Usually, these vouchers will not show up as available to pay in the "Edit/Select Documents for Payment" screen until the AR invoice that it is attached to has been paid. However, sometimes we will void the original AR invoice that the subcontractor voucher is attached to and re-issue it on a new AR invoice. When we do this, the subcontractor voucher shows up as available to pay even though we have not been paid for the AR invoice that it is now associated with. When you pull up the "Paid when Paid Link Assistant" everything looks correct. Is anyone else experiencing this or have any advice to correct this problem? We do not want our subcontractor vouchers accidently getting paid before we have been paid by the client.

Thank you for any help!

~Corrie Kumbalek

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Corrie Kumbalek 220 on at

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Re: Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

Thank you!
Carolyn Kolpien on at

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Re: Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

Hi Corrie,

Thanks for the information about this issue. There's not much that can be done about the vouchers displaying in Edit Select Documents for Payment screen.

About notifying those users in Payment Application not to pay specific invoices. One suggestion would be to bring up the invoices you don't want paid in the Document Maintenance screen and update the description to contain "do not pay" or some other notification text that you think is appropriate. This description shows in the Payment Application screen. That's one idea.
Corrie Kumbalek 220 on at

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Re: Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

Here are the steps we take:

1) Void the AR invoice using “Invoice Reversal & Duplication” under Flexible Billings. This automatically creates a reversing document and a new draft invoice.

2) We select the sub invoice to pull onto the new draft AR invoice under “Invoice & Adjustment Maintenance” in Flexible Billings.

3) We approve, finalize, and post the AR invoice.

4) We apply the original voided AR invoice to the reversal invoice created in step 1 using the “Payment Application” screen under Accounts Receivable. The total here is 0 since they zero each other out. We do this so the old AR invoice and the reversal invoice are not outstanding on our AR aging reports. This just leaves the new AR invoice on the aging report.

5) When I look under the “Pay When Paid Link Entry” screen, I can see that the sub invoice is linked to the new AR invoice, as it should be.

6) But when I go to do a check run, the sub is showing under “Edit/Select Documents for Payment” screen even though the AR invoice linked to it has not yet been paid.

I played around in the test environment and it appears that it is step #4 that is causing the issue. If we do not apply the original voided invoice to the reversal invoice (which zero out), the sub invoice will not pull into the “Edit/Select Document for Payment” screen. I guess we could just skip step 4, leaving all three invoices on our aging report until the client has paid the new invoice and then apply the other two to each other at that time. Not ideal though because I’m not sure how to notify the person performing the payment application when and how to apply them. Right now, they just have to apply the payment to the one invoice. In this situation, they would have to know which of the 3 invoices to apply it to and know to apply the other two to each other to zero them out but only after the new one has been paid. Any suggestions how to translate this to the person applying payments? I’m thinking maybe using sticky-notes that could pull onto the aging report but not sure which sticky-note/screen to use.

Thank you for your help – glad I was able to figure out why it is happening, now I just need to figure out how to make it work with our payment application process :)

~Corrie
Carolyn Kolpien on at

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Re: Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

Hi Corrie,

When the link is created between the AP voucher and AR invoice through the Contract Management and Flexible Billings module, the system does not allow for selection of the voucher for payment until the invoice is paid. However, you are breaking the link when you void the original AR invoice. How are you doing that and what steps are you taking to relink the voucher to the new AR invoice? Are you using the Pay When Paid Link Assistant?
Corrie Kumbalek 220 on at

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Re: Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

Hi Carolyn, thanks for your diligence in trying to help me out!

We do different steps b/c we use the Project module. Our Pay when Paid vouchers are always for subconsultants so we actually enter those vouchers in the Project module (under Contract Management, Subcontract Payment Request Entry). Then we approve it using Subcontract Payment Review and Approval, and finally we run the Automatic Payment Analysis. Next, when we run draft AR invoices out of the Flexible Billings module, the voucher shows up and we select it to include it in on the AR invoice. Once the AR invoice has been approved, finalized and posted, I can go to the Pay When Paid Link screen under Accounts Payable in the Financial module and it shows the Pay When Paid voucher linked to the AR invoice. (I do not have to physically link it b/c it has already been linked automatically.) At this point, as long as the AR invoice has not been paid, you will not see the Pay when Paid voucher pull into the Edit/Select Documents for Payment screen.

To answer your final question, I set up the terms IDs for our subconsultants under Vendor Maintenance as Pay When Paid.

PS Sorry it took me so long to respond, we are a little slammed right now :) But I do appreciate all your help!

~Corrie
Carolyn Kolpien on at

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Re: Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

Hi Corrie,

I found a 7.0 SP3 installation and tested this issue. I created a voucher (number 000103) with a PP terms ID. I launched Pay when Paid Link Assistant and linked voucher 000103 to AR invoice 000083. I then launched Edit Select Documents for Payment. I went to the detail section of the screen and under the Reference Nbr column, I pressed F3. Voucher 000103 appears in the PV list.

Are you using the exact same steps when you initially link a voucher to an AR invoice?

If not, can you send me the exact steps you use to link an AP voucher to an AR invoice?

All I know is how it is supposed to work and it works that way when I test it here. All linked vouchers will appear in the PV list when you link them as I have done above. Perhaps there are other steps you are taking that I am not aware of.

I would be interested to know what terms id you use on the voucher and, how ,in detail, you link the voucher to the AR invoice. I'll wait to hear from you.
Corrie Kumbalek 220 on at

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Re: Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

Hi Carolyn,

No, we have not had any customizations to these screens. Let me know if you'd like me to send you a screen print of what we see, but we usually only see pay when paids once we have applied the AR invoice payment. Otherwise, we do not see any pay when paids. This usually works well because we dont accidently pay something that isnt ready to be paid.

I wonder if there are any other users out there that have SL 7.0 service pack 3 and see what I'm describing? This was the out of the box process when we purchased the software in 2009.

Thank you!

~Corrie
Carolyn Kolpien on at

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Re: Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

Hi Corrie,

In the Edit Select Documents for Payment screen, you should be able to select all linked vouchers in that screen. I'm not sure why you can't - maybe you have a customization. I have tested in version 7.0 SP4, which shouldn't work any differently than SP3, and my linked vouchers are available for payment in the Edit Select Documents for Payment screen. The bug is that you should get a warning if you select a linked voucher for payment. So the fact that linked documents don't normally show in the PV list in your screen doesn't sound right to me. The fact that they now show does sound correct. Why they only show in that particular scenario is strange.

Is your Edit Select Documents for Payment screen customized? Or maybe the PV list has been customized.
Corrie Kumbalek 220 on at

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Re: Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

Under normal circumstances, no. The only Pay when Paid vouchers that show up in the "Edit/Select Documents for Payment" screen are the ones where the AR invoice attached to it has been paid. But in the case where we have voided the original AR invoice and re-issued it, the Pay when Paids are showing up in the "Edit/Select Documents for Payment" screen even though the AR invoice has not been paid. Does that answer your question? It sounds like it works a lot differently in SL 2011 because in 7.0 we do not see all the Pay when Paids in the "Edit/Select Docs for Payment" screen and we do not get messages warning us that the AR invoice has not yet been paid. You mentioned in previous versions this might be a bug - do you know of any hotfix?

It also might benefit to say that we create our AR invoices out of Flexible Billings and apply their payments using the "Payment Application" screen in the AR module.

Thank you for your help!!!!

~Corrie
Carolyn Kolpien on at

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Re: Pay when Paid voucher appearing in Edit/Select Documents for Payment before AR invoice has been paid

Hi Corrie,

If you create a voucher and link it to an invoice in the Pay When Paid Link Assistant and then launch the Edit Select Documents for Payment screen, does the voucher appear in the PV list?