Understanding the Voiding Process in Sage 100
Voiding a payable invoice in Sage 100 involves several critical steps that must be followed to preserve your financial records. Initially, users must navigate to the Accounts Payable module and access the AP Invoice Data Entry screen. Here, you start by entering the vendor invoice details, ensuring that both the original invoice and invoice balance are accurately noted. If you encounter a negative invoice due to an incorrect check or duplicate check, Sage 100’s Invoice on File window will display all relevant invoice information.
For posted invoices, a careful invoice adjustment is necessary. Begin by entering the full invoice amount as a negative value (using a minus (-) sign) in the Adjustment Amount field. Then, click the Lines tab to accurately record each general ledger distribution and assign the appropriate ledger accounts matching the original invoice posting. This step is crucial for maintaining the integrity of your financial records and ensuring void records are documented with a proper audit trail.
Step-by-Step Instructions and Verification Steps
- Initial Setup:
Access the Sage 100 system and navigate to the Accounts Payable Main Menu. From here, select the AP Invoice Data Entry option. Enter the relevant vendor and invoice details, ensuring the invoice displayed in the Invoice on File window corresponds with the original invoice. - Creating the Adjustment:
After confirming the invoice exists, select Adjust Invoice. Enter the negative amount in the Amount field to offset the payable invoice balance. Use the Lines tab to review each entry and verify that you are using the correct general ledger accounts. During this process, keep an eye on fields like the Check Amount field and Check Number field if related payable checks are involved. Special note: if you encounter an incorrect check or need to void a void check, ensure you review the check reversal instructions and check register entries for accuracy. - Finalizing the Void:
Verify that all invoice adjustments match the original transaction details, including job costs and any negative check entries. With proper verification steps, confirm the void process by selecting Accept. Post-voiding, update both the Daily Transaction Register and the Bank Reconciliation module to reflect the void transactions. This step also requires verifying that the bank code and wrong bank code entries have been corrected if any check reversal or duplicate check issue occurred during the check printing process.
Best Practices and Additional Considerations
- Separation of Duties & User Training:
Always ensure that proper user permissions and separation of duties are in place. Regular user permission reviews and comprehensive training using individual screen shots from the Manual Check and Payment Entry process can help prevent errors such as un-issued checks or manual check mistakes. - Documentation & Audit Trail:
Document all steps taken during the voiding process. Save records such as the original invoice details, relevant invoice adjustments, and details related to payable credit invoices or unposted invoices. This documentation is not only essential for creating a proper audit trail but also for resolving future error messages or common questions related to Sage 100 ERP functionalities. - Integration with Other Modules:
If you are using Sage 100 Contractor or other integrated systems like Sage BusinessWorks or Sage Intacct, be mindful of how these adjustments may affect other processes such as job costs and bank statements within the Bank Reconciliation and General Ledgers modules.
By following these detailed step-by-step instructions and verification steps, you can confidently navigate the voiding process in Sage 100, ensuring all AP Invoice adjustments are handled efficiently and accurately while maintaining a proper audit trail and protecting your financial records.
