Weird AP Report (attached)

[Maf. King]

On Wednesday 12 July 2006 13:44, Andrew Greig wrote:

> Yes Beth, It is because the account is paid in full and that the aging
> totals at the bottom are what appear on startup.  I am not sure if those
> accounts were paid out of order, but I do pay accounts out of order for
> convenient cash flow.  I think I will stop doing that and just pay in
> invoice amounts and let the supplier figure out where to apply the
> credit.  I just paid another account out of order yesterday, Duh!
>

It isn't so much paying out of order, as the total account works on a FIFO 
(well, ok recently modified to let you intercept an item)
The problem seems to arise if you modify (maybe add) an invoice earlier in 
time than a payment which is already made.... ie. pay invoice 2, then 
subsequently alter invoice 1, eg due to a credit or whatever... 


> So, go to checking register, make notes on when and how much, on a piece
> of paper.  Delete all payments and save.  The pull up AP report and pay
> bills without regard to matching the payment and then all should be
> fine.  Thanks also to Maf.

Urm, how about leaving the vendor report open, or printing it, before deleting 
the payments.  Why make notes on paper, when you have a handy computer?

The _order_ (or magnitude) of the payments isn't important in this case. Make 
them reflect what you actually paid, and when (else you'll have problems with 
reconciling your checking account).  It will all come to 0.00 eventually!

What is important is that you don't go back and make changes to bills once 
payments are allocated to those bills... remembering that GC and you may 
disagree about which bills have been paid!

>
> Anyone got any tricks for settling Credits? (see other thread)

Never done it in your case (sadly, my clients don't seem to overpay)... have 
been through the process in A/P.  I just modify the relevant invoice with 
a "refund" line...

eg the invoice window in GC has: 
06/07/2006	Bought 20 widgets	20 @	£1.50		(calculated)£30.00
12/07/2006	2 broken widgets returned	2 @	£-150	(calculated)-£3.00

Seem to work.  (Unless you have a long negotiation to get your refund, when GC 
loses track of what you owe....)

I guess in your case, assuming that your client comes back, you 
could "remember" that you owe him a "discount", and use a similar negative 
invoice entry. 

Or, could you split the payment he made into 2 asset accounts? (thinking on my 
feet here) - something like
1. Process payment as the actual invoice total (ignore the overpayment).
2. Go to the asset account where the payment appears (eg. checking)
3. Add a split to that TX to show overpayment into eg. Petty Cash (although I 
guess that the overpayment balance is strictly a liability - in that you owe 
it to someone else)
4. Do a refund TX from petty cash directly.

?
let me know if it works! I may need it in the future!

HTH,
Maf.

>
>
> Andrew Greig
> Community Distributor
> OpenOffice.org
> Melbourne, Australia
>
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-- 
Maf. King
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