How to Adjust Accounts Payable Invoice in Sage 100

Prerequisites

Before beginning the adjustment process, ensure you have:

• Appropriate user permissions in Sage 100
• The original invoice number
• The vendor number
• The correct adjustment amount
• The appropriate GL account for posting the adjustment[1]

Accessing the Adjustment Feature

To begin adjusting an AP invoice:

1. Navigate to Accounts Payable > Main > Invoice Data Entry[1]
2. Enter the vendor number in the Vendor No. field
3. Input the original invoice number in the Invoice No. field[1]

When you enter an existing invoice number, the system will display the "Adjust Invoice on File" window with an "Adjust" button in the bottom left corner[2].

Step-by-Step Adjustment Process

Header Tab Configuration

1. Click the "Adjust" button in the Adjust Invoice on File window[1]
2. The system will display the current invoice balance (this field cannot be modified)
3. In the Adjustment Amount field, enter the adjustment value:
   • Use a positive number to increase the invoice amount
   • Use a minus sign (-) to decrease the invoice amount[1]

Lines Tab Setup

1. Click the Lines tab
2. Enter the appropriate GL account number for posting the adjustment
3. Verify the adjustment amount in the Amount field
4. Click Accept to process the adjustment[1][3]

Updating the Registers

After completing the adjustment entry:

1. Print the Invoice Register
2. Review the adjustment details on the register
3. Update the Invoice Register
4. The system will automatically update the Daily Transaction Register[2]

Verification Process

To verify the adjustment has been properly recorded:

1. Access Vendor Maintenance
2. Look up the adjusted invoice
3. Review the transaction history:
   • The original invoice will be displayed
   • The adjustment will appear as a separate line item
   • The primary grid will show the net amount of both transactions[2]

Important Considerations

Timing and Permissions

The ability to adjust invoices may be affected by:

• System configuration settings
• User permission levels
• Whether payments have been applied to the invoice
• The age of the transaction[4]

Documentation Requirements

Maintain proper documentation for each adjustment:

• Keep copies of the adjustment register
• Document the reason for the adjustment
• Retain any supporting documentation from vendors
• Record the GL account impact[1]

Best Practices

Before Making Adjustments

• Verify the original invoice details
• Double-check the adjustment amount
• Confirm the correct GL account coding
• Ensure proper authorization for the adjustment

After Processing Adjustments

• Review the updated invoice balance
• Verify the GL impact
• Confirm the vendor balance is correct
• File all supporting documentation

Common Scenarios

Credit Memo Processing

When processing a vendor credit memo:

1. Enter the adjustment as a negative amount
2. Use the appropriate GL account that was originally charged
3. Include reference to the original invoice number[1]

Error Correction

When correcting posting errors:

1. Enter the adjustment amount that resolves the error
2. Use the correct GL account for the adjustment
3. Document the reason for the correction[1]

System Impact

The adjustment process affects multiple areas in Sage 100:

• Vendor balance
• General ledger accounts
• Financial statements
• Aging reports
• Payment processing

Troubleshooting

If you encounter issues during the adjustment process:

• Verify the vendor number and invoice number are correct
• Ensure the adjustment amount is properly entered
• Check that the GL account is valid and active
• Confirm all required fields are completed

Reporting Considerations

The adjustment will appear on several reports:

• AP Aged Invoice Report
• GL Transaction Detail Report
• Vendor Transaction History
• Daily Transaction Register
• Monthly Transaction Register

Integration Points

The adjustment process integrates with:

• General Ledger module
• Bank Reconciliation module
• Financial Reporting
• Vendor Payment Processing

Advanced Features

Batch Processing

For multiple adjustments:

1. Create a batch of adjustments
2. Review the batch total
3. Update all adjustments simultaneously
4. Print batch reports for documentation

Electronic Payment Considerations

If the vendor uses ACH or other electronic payment methods:

1. Verify the adjustment impact on scheduled payments
2. Update payment files if necessary
3. Communicate changes to the vendor[4]

Conclusion

Adjusting accounts payable invoices in Sage 100 is a straightforward process when following these detailed steps. The key to successful adjustments lies in careful attention to detail, proper documentation, and thorough verification of the results. By following these guidelines, you can maintain accurate vendor records and ensure proper financial reporting in your Sage 100 system.

Remember to always verify your work by checking the vendor account after processing the adjustment and reviewing all relevant reports to ensure the adjustment has been properly recorded and posted to the appropriate accounts.

Citations: [1] https://www.dwdtechgroup.com/sage-100-mas-90-200/adjust-an-accounts-payable-posted-invoice-in-sage-100/ [2] https://www.youtube.com/watch?v=srXQ_QJVDa4 [3] https://www.youtube.com/watch?v=glG5JPt5_Qg [4] https://www.youtube.com/watch?v=h-iVMAW-Umk [5] https://www.acutedata.com/videos/sage-100-adjust-invoice-accounts-payable/ [6] https://www.dwdtechgroup.com/resources/software-network-tips/sage-100-tips-mas-90-mas-200/ [7] https://www.youtube.com/watch?v=v4z9l9eapog [8] https://www.swktech.com/adjust-ap-invoice-sage-100-tips-and-tricks/ [9] https://help-sage100.na.sage.com/2024/Subsystems/AP/APMAIN/ADJUST_INV_ON_FILE_OVR.htm [10] https://help-sage100.na.sage.com/2023/Subsystems/AP/APSETUP/ACCTS_PAY_OPTS_OVR.htm [11] https://www.youtube.com/watch?v=_U_ZrXnbBVA