Printing an invoice after payment applied in cash receipts

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Deb Hall 0428 asked a question on 11 Oct 2017 11:11 AM

I created an invoice in Sales/Transaction Entry for $5000

I applied a cash receipt to the invoice of $2500 the same time

When I print the invoice it says the Total Due is $2500 which is correct

A month later I get the 2nd payment in for this invoice and apply it to the invoice in Cash Receipts

When I print the invoice it still says the Total Due is $2500; why does it not update the Total Due to $0.00?

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Suggested Answer
Bill Campbell responded on 11 Oct 2017 2:23 PM

First suggestion would be to check the dates and make sure that you are not back dating the printing of the invoice after the 2nd payment.

Invoice 01/01/17 Invoice Due 5,000

Payment 01/01/17 of 2,500 result Invoice Due 2,500

Payment 02/01/17 of 2,500 result Invoice Due 0

However if you print the invoice as of 01/30/17 then it is possible that the document will not show the correct amount - because 'as of the 31st' the invoice balance was 2,500

Just a starting point.

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Deb Hall 0428 responded on 12 Oct 2017 1:08 PM

Good suggestion but not the problem...

I'm reprinting the invoice through the Transaction by Document (Sales) module....

There is an amount of $2500 in the "On Account" field?

I click on the Print icon at the top left, and select just Screen to view the invoice first and it shows

the invoice amount of $2500 owing even though there was a 2nd payment that should have cleared this out?

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Tim W responded on 12 Oct 2017 1:41 PM

I don't think you'll have an easy solution here.  You have two payments that are created in different modules and logic of the program will not write back to the SOP module on a cash receipt posted in AR.  If it is a big enough deal you could get a customization done to look at current balance of the invoice in AR and use that as a component of the paid amount but you might just consider changing the invoice to not show the 'Total Due field at all on a posted document (would be a different report than the unposted version so you could maintain two versions)

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Deb Hall 0428 responded on 12 Oct 2017 1:58 PM

Thanks Tim. I was thinking it was our set up as I came long after GP was installed at our company.

I did find that I can alter the Total in the screen print before I print the invoice to show $0.00 as the Total Due?

Weird but I guess at that point it's just a word processor?

Thanks for your input; it helped to know this!

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Suggested Answer
Bill Campbell responded on 11 Oct 2017 2:23 PM

First suggestion would be to check the dates and make sure that you are not back dating the printing of the invoice after the 2nd payment.

Invoice 01/01/17 Invoice Due 5,000

Payment 01/01/17 of 2,500 result Invoice Due 2,500

Payment 02/01/17 of 2,500 result Invoice Due 0

However if you print the invoice as of 01/30/17 then it is possible that the document will not show the correct amount - because 'as of the 31st' the invoice balance was 2,500

Just a starting point.

Reply