Sage 100 The Invoice is already being paid or The invoice is already paid in Accounts Payable

Description

Sage 100 The Invoice is already being paid or ” The invoice ( ) is already paid ” or ” The Invoice is already being paid ” or ” The invoice is already paid. Do you want to continue?” in Accounts Payable for Sage 100

One of the above messages may display when selecting an invoice in one of the following Accounts Payable tasks:

• Manual Check and Payment Entry
• Invoice Payment Selection
• Check and Electronic Payment Maintenance
• Invoice Data Entry (when attempting to Adjust or reverse an existing invoice)

One of the following messages displays when selecting an invoice in one of the following Accounts Payable tasks:

Manual Check Entry, Invoice Payment Selection, Check and Electronic Payment Maintenance, or when reversing (adjusting) an invoice in Invoice Data Entry:

• “The Invoice xxxxxx is already being paid” (where xxxxxxx is an Invoice Number)
• “The invoice xxxxxx is already paid. Do you want to continue?“
• “Invoice already being paid“

Notes: Throughout this article, the three characters “XXX” represents the affected company code.

Disclaimer

Use caution when working with the below product functionality. Always create a backup of your data before proceeding with advanced solutions.

Resolution

Note: Throughout this article, the three characters “xxx” represents the affected company code.
First, verify that the invoice is not already selected for payment in another Accounts Payable data entry area. Check each of the following:

• Manual Check and Payment Entry (such as in another batch and/or another entry)
• Invoice Payment Selection
• Check and Electronic Payment Maintenance (look out for entries other than 001 for a vendor)
• Invoice Data Entry (such as in another batch and/or another entry)

If none of the above areas shows the invoice currently, then consider one of the following options:

• This procedure clears all check data entry information. 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
     • AP_CheckHeader
     • AP_CheckDetail
• 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. 1. Select Library Master, Utilities, Data File Display and Maintenance (DFDM); then select the following file:
        • “..\MAS90\MAS_XXX\APXXX\AP_OpenInvoice.m4t“
     2. Click the Key Scan button and select the affected invoice record. The key consists of the following:

• 1. • • Division number (00 if no divisions are used)
       • Vendor number
       • Invoice number
• Click Edit, and select the following field:
  • Paid Today
• In the Change field, change the Y to N and click OK.
  Note: Y indicates that the invoice has been selected for payment.
• If Job Cost is integrated and invoices have been adjusted, or if 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), and select the following file:
     • “..\MAS90\MAS_XXX\APXXX\AP_JobDistributionDetail.m4t“
  2. Click Key Scan,  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.
  3. Click Edit,  select the following field:
     • Balance
  4. Enter the correct balance in the Change field and click OK.
  5. Repeat for any other records for the affected invoice.
  6. Note: If multiple records exist for one invoice, the combined balances of the records must equal the invoice balance.

Support

If necessary, seek the assistance of Acute Data Systems to help provide assistance with this process.