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Sage 300 CRE: AR Error Correction

• Adjust Receivables to make corrections and create the appropriate entries to Contracts, Job Cost, General Ledger, and Cash Management.

– Edit invoices and cash receipts.

• Use an edit when…

– 1 – You do not want the edit to appear as a separate line item on reports and inquiries.
– 2 – You need to correct non-amount information such as contract and job information, descriptions, due dates, accounting dates, and debit and credit accounts. Adjust invoices and cash receipts.

• Use an adjustment when…

– 1 – You want the adjustment to appear as a separate line item on reports and inquiries.
– 2 – You want to print an adjustment memo.
– Enter customer credits and debits.
– Print an invoice adjustment memo.
– Apply customer cash receipts and customer debits and credits to specific invoices.
– Unapply cash receipts.
– Void invoices, cash receipts, and adjustments.

• Void when…

– 1 – The invoice should not be in the system.
– 2 – The invoice came from the Billing Application and youneed to change it.
– 3 – You need to change the customer, invoice date, retainage account or tax retainage account.

For Invoice Adjustments:

• Billed credit—applies a billed credit adjustment to the invoice and decreases the billed amounts on the customer, contract, and contract item or job. This also reduces the revenue amount in General Ledger. Use this type when you want the credit memo
to reduce the amount billed for the invoice.

• Billed debit—applies a billed debit adjustment to the invoice and increases the billed amounts on the customer, contract, and contract item or job. This also increases the revenue amount in General Ledger. Use this type when you want the debit memo to increase the amount billed for the invoice.

• AR credit—applies a credit adjustment to the invoice but does not decrease the billed amount on the customer, contract, and contract item or job. If this is a nonfinance charge distribution, it also affects the write-off account from AR Settings in General Ledger. If this is a finance charge distribution, it also affects the finance charge write-off account from AR Settings in General Ledger. Use this type when you want to reduce the receivable amount for the invoice without affecting the billed amounts.

• For Invoice Adjustments:

• AR debit—applies a debit adjustment to the invoice but does not increase the billed amount on the customer, contract, and contract item or job. It also affects the revenue accounts in General Ledger. Use this type when you want to increase the receivable
amount for the invoice without affecting the billed amounts.

• Bad debt—applies a credit adjustment to the invoice but does not decrease the billed amount on the customer, contract, and contract item or job. This also affects the bad debt account from AR Settings in General Ledger. Use this type when you want to reduce the receivable amount for the invoice without affecting the billed amounts and you want this adjustment to be reflected as a bad debt write-off in General Ledger.

• Write off—applies a credit adjustment to the invoice but does not decrease the billed amount on the customer, contract, and contract item or job. If this is a non-finance charge distribution, it also affects the write-off account from AR Settings in General Ledger. If this is a finance charge distribution, it also affects the finance charge writeoff account from AR Settings in General Ledger. Use this type when you want to reduce the receivable amount for the invoice without affecting the billed amounts.

• For Customer Adjustments:

• Customer credit—applies a credit to the customer account, not to any specific invoice. Customer credit does not create entries to other applications. Use this type when you want to enter a customer credit that can be applied to an invoice later.

• Customer debit—applies a debit to the customer account, not to any specific invoice. Customer debit does not create entries to other applications. Use this type when you want to enter a customer debit that can be applied to an invoice later.

• For Cash Receipt Adjustments:

• Refund—use to reflect a refund for a cash receipt. This reduces the customer receipt balance on the customer and makes entries to General Ledger. No entries are made to Cash Management. If you are using Accounts Payable, you must enter the refund check in Record Manual Checks. For more information on entering manual checks, see “Entering checks written manually” and “About refunds” in Accounts Payable Help.

• NSF check—reverses a cash receipt that was returned as non-sufficient funds. This makes reversing entries to the customer, contract, job, and General Ledger. An adjusting entry is created for Cash Management for the NSF check and its bank charge if one is entered.

Sage 300 CRE: Adding a new user

For versions 15.1 and older:

  1. Access the Sage Desktop application through the Sage program group in your Start menu.
  2. In Sage Desktop, select Tools, Security Administration.
  3. In the Security Administration pane, select User Setup and click the Add button.
    Tip: To set up a new user to have the same attributes as a user already setup in your system, select the Copy button.
  4. Enter the User name and Full Name.
    Optional: If applicable, enter the Windows user name.
  5. On the Settings tab, specify the User Account Settings and Password Settings for the user.
  6. On the Roles tab, select the roles for this user.
    Note: For more information about setting up a role, see the “Security Guide.pdf” file mentioned below. This information is also in Chapter 6 of the User’s Guide.
  7. On the Companies tab, select the companies applicable to this user and click Save Changes.

For versions 16.1 and later:

  1. Access the Sage Desktop application.
  2. Go to Options, Security Administration.
  3. In the Security Administration pane, select User Setup and click the Add button.
    Tip: To set up a new user to have the same attributes as a user already setup in your system, select the Copy button.
  4. Enter the User name and Full Name.
    Optional: If applicable, enter the Windows user name.
  5. On the Settings tab, specify the User Account Settings and Password Settings for the user.
  6. On the Roles tab, select the roles for this user.
    Note: For more information about setting up a role, see article 18197 “How do I set up a new role in Security?”
  7. On the Companies tab, select the companies applicable to this user and click Save Changes.

Sage 300 CRE: How to void an invoice in service management

You will need to void the invoice in Accounts Receivable (these steps will work for Agreement Billing as well)

  1. Go to Accounts Receivable, File, Company Setting, AR Settings, Entry Settings.
  2. Select the Allow edits/voids to invoices from SM check box. Click OK
  3. From the Tasks menu, select Adjust Receivables.
  4. Select the Customer and enter the Accounting Date.
  5. Select the Service Management invoice and click
  6. In the Void Activity window, the Reinstate the Work Order in Service Management checkbox is selected by default.
  • When you click Yes, the entries are reversed in Accounts Receivable, Job Cost, and General Ledger and the invoice is deleted in Service Management. The associated work order’s status changes to Open and the work order or agreement records are available to edit in Service Management.
  • When you clear the Reinstate the Work Order in Service Management check box, the associated work order is unaffected; entries are reversed in Accounts Receivable, Job Cost, and General Ledger and the invoice status changes to Voided in Service Management.

Note:  Not reinstating the work order in Service Management when voiding the invoice in Accounts Receivable will keep the work order closed in Service Management; however, entering new items on the register will reopen the work order, which you will then be able to re-invoice what was voided.

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