"The Invoice is already being paid" or "The invoice (vendor invoice) is already paid" in Sage 100 Accounts Payable

Beginning with Sage 100 2021, there is a utility to correct the Paid Today field for Accounts Payable Open Invoices.

Warning: This procedure clears all check data entry information and resets the Paid Today flag. Use this procedure only if restarting check payment selection from the beginning is not a problem.

1. Make sure users are out of the following AP tasks:
   • Invoice Data Entry
   • Check and Electronic Payment Maintenance
   • Manual Check and Payment Entry.
2. In the Sage 100 Launcher, click File and select Run
3. In the Program box, type *utl and click OK
4. The “A/P Open Invoice Payments Today Utility” will be highlighted. Click OK
5. Click Proceed on the warning message, “This utility verifies that the Paid Today field is set correctly in the Accounts Payable Open Invoice file. Important: Before running this utility, everyone must exit Invoice Data Entry, Check and Electronic Payment Maintenance and Manual Check and Payment Entry.”
6. The program will run quickly and return you to the AP Menu
7. Verify that the invoice(s) is now available

If you are Sage 100 2020 or earlier or, if the above utility does not resolve the message received, please follow the following steps:

Note: The three characters “xxx” represents the affected company code.

1. This procedure clears all check data entry information and resets the Paid Today flag. Use this procedure only if restarting check payment selection from the beginning is not a problem.
   1. Reinitialize the following files for the affected company(See KB 35337 DocLink: How to Reinitialize Accounts Payable Manual Check Data Entry Files for a complete list of Check Entry files)
      • AP_CheckHeader
      • AP_CheckDetail
2. To reset a specific invoice, edit the Paid Today flag in AP_OpenInvoice.
   Note: Only use this method if one or a few invoices are affected, and if clearing check data entry is not practical.
   1. Select Library Master, Utilities, Data File Display and Maintenance (DFDM)
   2. Browse to “…\MAS90\MAS_XXX\APXXX\AP_OpenInvoice.m4t“
   3. Click the Key Scan button to locate and select the affected invoice record.
      The key consists of the following:
      • Invoice number
      • Vendor number
      • Division number (00 if no divisions are used)
   4. Click Edit, and select the Paid Today field
   5. In the Change/Value field, change the Y to N and click OK/Update
      Note: Y indicates that the invoice has been selected for payment.
3. If Job Cost is integrated and invoices have been adjusted, or if the invoice balance is not fully restored after reversing multiple checks for the same invoice, edit the Balance field as follows:
   1. Select Data File Display and Maintenance (DFDM)
   2. Browse to “…\MAS90\MAS_XXX\APXXX\AP_JobDistributionDetail.m4t“
   3. Click Key Scan button to locate and select the affected record.
      The key consists of the following:
      • Division
      • Vendor Number
      • Invoice Number
      • Job Number
      • Cost Code
      • Cost Type
        Note: Multiple records may exist for the same invoice
   4. Click Edit, select the Balance field
   5. Enter the correct balance in the Change/Value field and click OK/Update
   6. Repeat for any other records for the affected invoice.
   7. Note: If multiple records exist for one invoice, the combined balances of the records must equal the invoice balance.