AR Clear documents not working properly. 1

[dbant2003]

We have been trying to no avail to clear fully paid documents via periodic processing in ACCPAC AR. We are able to run the process and when the statements are printed at month end to go out to customers the documents that we have cleared continue to show up. We are currently using ACCPAC AR 5.2A. Is there soemthing special that needs to be completed in order to have the fully paid documents not show up on the statements. Any help or insight would be greatly appreceiated.

 

[jayconverse]

It's highly unusual to run Periodic processing/Clear documents to do this. This function is normally only run annually.

Look at AR Customers/Customer activity to ensure that the documents are indeed paid. If they show up on the list, then you may need to apply an open receipt against it.

Jay Converse
IT Director
Systemlink, Inc.

 

[dbant2003]

We do realise that we should only run this at year end. Upon running it, it does not clear the documents for some unknown reason. The statement processing is starting to get really slow and we feel that it is a fact that the clear documents has not been working correctly. The statement is still showing these cleared documents and is making the statements look unprofessional and very long. IT needs to run the statements through some cumbersome processes that is taking to long to have the printed statements out to the customer. We want to reduce the amount of time to process and print the statements as well as use statement proceesing right in ACCPAC. Any suggestions as too how to improve the statement processes is greatly appreciated.

 

[jayconverse]

Your IT department is involved? That's strange by itself. I'm in IT, and I _never_ get involved with statements, either in-house or at my clients, Accpac does it all by itself.

So what do you see in Customer Activity? Are they still open?

And what is this report that IT is running? Is it a custom report?



Jay Converse
IT Director
Systemlink, Inc.

 

[dbant2003]

I have looked at Customer Activity and some documents show no oustanding balance but looking in open documents the documents are still showing as not being fully paid.

The IT has developed a program that pulls the statement information from ACCPAC, prepares and prints the statements. I don't have the authorization to look at the statemnts/program code for these procedures. The AR person does run the statement process but IT is involved to correct any problems. There seems to be some kind of a problem every month that IT needs to correct. Statemnts take almost a complete day to queue up and be printed.

We are also wanting to start using the Bank Reconcilliation processes in ACCPAC but it gives us some grief as to the large numbers of transactions left to clear. I even crashed one of the companies bank rec and wasn't able to get in and complete the process of clearing outstanding documents. I stopped trying to work with this company until we can get it working with a newer company we have.

 

[jayconverse]

There's your answer. Only fully paid documents can be cleared. Whoever is in your IT department doesn't know anything about Accpac. You need a macro to apply open receipts and credits to open invoices, that's what I do for my clients.

When you say you "crashed the bank rec", you need to supply more details. It sounds like your server's database settings aren't correct.





Jay Converse
IT Director
Systemlink, Inc.

 

[hbg1]

I am new to this forum, but I am having the same problem clearing AR documents. I would appreciate any help, but I am interested in the steps mentioned above with a macro. We thought we had been processing our receipts and invoices properly all along until recently we discovered our AR History was extremely large and was not clearing.

 

[jayconverse]

When you look at Customer Activity/Transactions with the Include Fully Paid Transactions check box off, do you see a lot of stuff, including both Invoices, Payments, and Credit notes?

Jay Converse
IT Director
Systemlink, Inc.

 

[hbg1]

First, thank you for the response and assistance.

I don't see a lot of records with the check box off when I do individual customers in A/R Customer Activity, but the table that is so large is ARATR. I was getting the customer numbers from it to look at the activity. We still have records in it from when we first went live with AccPac in Feb 2002. I went into the Pervasive Control Center and looked at the records in this table - there are 452,048.

Is this table cleared somewhere else?

Thank you,
Hugh Godwin

 

[jayconverse]

That's the AR posting journal, and has nothing to do with open documents.

Jay Converse
IT Director
Systemlink, Inc.

 

[hbg1]

Thanks again for your assistance.

Is there documentation/education available somewhere that explains the uses/relationships of the tables within AccPac? i.e - the table ARATR mentioned in previous post.

Are the education courses offered thru AccPac U any good?

 

[jayconverse]

Sorry, I'm not aware of any documentation, and I've never taken any courses at Accpac U except for one CRM course, which was excellent. You see, I've been doing Accpac since '89, which means I know all the tables and relationships by heart.

Jay Converse
IT Director
Systemlink, Inc.