Printing Statements - Paid POs Displayed 1

[lonegator21]

I'm new to this company and to Macola. My wife is the Accounting Manager so she's been teaching me the basics and has one issue she'd like fixed. I'm in the middle of researching this and thought I'd check with you guys...

First off we have Progression - version 7.6.300B. When she prints out a statement for a customer (using Print Statements), any past invoices that have been paid are still displayed. It shows the invoice amount and then shows the negative amount to show it was paid. This is causing a lot of confusion with our customers. Before I came along, they paid an IT guy who was experienced in Macola to go in and zero these out so they didn't show up on the statements. Now they want me to do it. Does anyone have any suggestions or even know what I'm talking about? Thanks!

 

[dgillz]

There is a checkbox "print open items only". Check it and run it again.

Software Sales, Training, Implementation and Support for Macola, eSynergy, and Crystal Reports

http://www.gainfocus.biz

"If you have a big enough dictionary, just about everything is a word"
--Dave Barry

 

[lonegator21]

She checks that as well. Same result.

 

[dgillz]

On of a fully paid item that is still showing, do all the transactions have the same apply-to number?

Software Sales, Training, Implementation and Support for Macola, eSynergy, and Crystal Reports

http://www.gainfocus.biz

"If you have a big enough dictionary, just about everything is a word"
--Dave Barry

 

[lonegator21]

In the example she gave me, the Apply To # is the same. However, she also told me that there are times that we receive a down payment on an item. Since we have nothing to apply that payment to yet, she just puts "0" in the Apply To field. I can understand where that would cause some problems. However on the example I have right now, there was an invoice received and two payments applied to that Doc # (which was the same as the Apply To #).

Any suggestions on how to fix the issue I have the example of AND/OR how to better apply a down payment?

Thanks!

 

[kscheeler]

Is it printing ALL paid items or just the ones that were paid within the date range. If it's just the ones within the date range, enter the starting and ending date as the same date and try it again. Use the month ending date as the date.

For your down payments, you will need to reapply them to the invoice you want them to go against and then once that invoice is fully paid based on summing all documents with the same apply to, they should drop off the report.

Kevin Scheeler

 

[MacolaHelp]

I just tested in 300b. The statements print as the aging does: Only items applied to 0 appear or items whose balance <> 0. In my case, there were some fully paid invoices that also had credits applied to them, which created a negative balance on the apply to. It is appropriate that they would appear on the statement as credits have been applied since the invoice was fully paid.

As for the down payments: I just tested again in 300b as they sometimes change the code so I wanted to be sure. I created an order for $825 worth of product. I used the OE cash check box on the first screen for the down payment. After you enter the order lines, you get another screen to put in your payment information. I used a $400 down payment, doc # was today's date. I posted cash in OE under invoice transactions. The customer's account had $400 applied to 0 with my document number. I then selected the order for billing, confirmed the $400 payment, printed invoice and posted. Now the customer account shows an invoice amount of $850 (additional $25 freight) and a payment of $400 applied to the same invoice number. The aging report shows a balance due of $450. I then posted a cash payment of $450 and applied to this invoice #. Ran an aging showing open items only, nothing in range.

Statements: if I select either print open items only or don't select open items only, I don't get a statement because this particular customer only has one invoice, a down payment, and a payment that fully pays the invoice. To get a statement, I have to choose print zero balance customers. I then created another invoice in the same month as the other invoice and payment, posted, selected statements for printing using open items only but not showing zero balance due customers. Only the new invoice printed on the statement.

In my opinion, this process is working correctly. I think you may have a procedural problem in how you are applying cash or checking the check boxes in statement printing.