How to Adjust an AP Invoice GL in Sage 100

Understanding AP Invoice Adjustments

Before making any adjustments, it's important to understand that you can modify AP invoices even after they have been posted in Sage 100. The system allows you to adjust both the invoice amount and the GL account distribution while maintaining a clear audit trail of all changes.

Step-by-Step Adjustment Process

Accessing the Adjustment Screen

1. Navigate to Accounts Payable > Main > Invoice Data Entry
2. Enter the vendor number for the invoice you need to adjust
3. Input the invoice number that requires adjustment
4. When the "Adjust Invoice on File" window appears, click the "Adjust" button

Making the Adjustment

The adjustment process varies depending on whether you need to:

• Modify the invoice amount
• Change the GL account distribution
• Both of the above

For Amount Adjustments: Enter the adjustment amount in the "Adjustment Amount" field. Use a minus sign (-) to decrease the invoice amount or a positive number to increase it.

For GL Account Changes:

1. Click the "Lines" tab
2. Enter the appropriate GL account number for posting the adjustment
3. Input the amount to post (use minus sign for decreases)
4. Click "Accept" to save the changes

Best Practices for GL Adjustments

Before Making Adjustments

• Verify that the invoice hasn't been paid. Adjusting paid invoices requires a different process
• Document the reason for the adjustment for audit purposes
• Ensure you have the correct GL account numbers ready

During the Adjustment Process

• Double-check all entered amounts and account numbers
• Verify that debits equal credits in your adjustment
• Review the adjustment in the preview screen before posting

Special Scenarios

Adjusting Paid Invoices

If the invoice has already been paid, you have two options:

1. Use the AP adjustment process to maintain the connection between the GL posting and the invoice
2. Create a GL journal entry (though this won't maintain the invoice connection)

Purchase Order Related Invoices

For invoices generated from purchase orders, additional considerations apply:

• Adjustments may be limited if the invoice was created through the purchasing module
• You might need to reverse the original transaction and re-enter it correctly

Post-Adjustment Procedures

Updating Registers

After making the adjustment:

1. Print the Invoice Register
2. Update the Daily Transaction Register
3. Verify that both registers reflect the changes accurately

Verification Process

To ensure the adjustment posted correctly:

1. Access Vendor Inquiry
2. Locate the adjusted invoice
3. Verify that the adjustment appears in the transaction history
4. Confirm the current balance reflects the adjustment

Reconciliation Considerations

When adjusting AP invoices, keep in mind:

• The adjustment will affect both the AP subledger and GL
• Regular reconciliation between AP and GL is crucial
• Monitor the AP Trial Balance Report to ensure accuracy

Troubleshooting Common Issues

If discrepancies arise between AP and GL after adjustments:

1. Verify all registers have been updated properly
2. Check the Daily Transaction Register for posting errors
3. Review the AP Trial Balance Report against GL balances

Impact on Financial Reporting

Understanding how adjustments affect various reports is crucial:

• AP Aging Report will reflect the adjusted invoice amounts
• GL Account Detail will show the adjustment entries
• Financial statements will include the adjusted balances

System Requirements and Configurations

To ensure smooth adjustment processing:

• Verify user permissions are properly set
• Ensure the correct fiscal period is open
• Check that all necessary modules are properly integrated

Documentation and Audit Trail

Maintaining proper documentation is essential:

• Keep records of the original invoice
• Document the reason for adjustment
• Save copies of all related reports
• Maintain a clear audit trail of changes

Best Practices for Prevention

To minimize the need for future adjustments:

• Implement strong review procedures before posting
• Train staff on proper invoice coding
• Regularly review vendor master files
• Maintain updated GL account lists

Regular Maintenance

To ensure optimal system performance:

• Regularly back up your data
• Update Sage 100 to the latest version
• Perform periodic system maintenance
• Review and clean up temporary files

Conclusion

Adjusting AP invoices in Sage 100 requires attention to detail and a thorough understanding of the system's capabilities. By following these guidelines and best practices, you can ensure accurate adjustments while maintaining proper accounting records and audit trails. Remember to always verify your work and maintain proper documentation for future reference.

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=08NdVompsaI [4] https://www.youtube.com/watch?v=glG5JPt5_Qg [5] https://communityhub.sage.com/us/sage100/f/unique-business-challenges/73795/accounts-payable-g-l-account-adjustments [6] https://www.dwdtechgroup.com/sage-100-mas-90-200/how-to-reconcile-sage-100-ar-or-ap-to-general-ledger/ [7] https://www.youtube.com/watch?v=h-iVMAW-Umk [8] https://www.youtube.com/watch?v=v4z9l9eapog [9] https://www.acutedata.com/sage-100-reconcile-accounts-payable-general-ledger/ [10] https://us-kb.sage.com/portal/app/portlets/results/botviewsolution.jsp?hypermediatext=null&solutionid=222924250018061 [11] https://help-sage100.na.sage.com/2023/Subsystems/AP/APMainProced/Adjust_a_Posted_Invoice.htm