Resolution ID: 689

"Invoice Already Being Paid", "Invoice Balance Exceeded" or balance is zero in Cash Receipts Entry

Entry Type: Informational

Product:
Sage MAS 90 ERP
Sage MAS 200 ERP
Sage MAS 200 ERP - SQL Server Edition

Application: Accounts Receivable

Version Reported: All versions

Subject:

In Cash Receipts Entry, the invoice balance is zero or one of the errors below occurs:

• "Invoice already being paid"
• "Invoice balance exceeded"

Possible Resolution:

Notes:

• Use caution when working with these tasks. Always make a backup first. If necessary, seek the assistance of a qualified Sage Software business partner or Sage Software Customer Support analyst.
• Reinitializing data files deletes all records in the selected files and is irreversible. Always make a backup before performing this procedure. If necessary, seek the assistance of a qualified Sage Software business partner or Sage Software Customer Support analyst.

1. Determine whether the invoice has a balance.
   1. Open Accounts Receivable / Main / Customer Maintenance.
   2. Click the 'Invoices' tab.
   3. Note any balances in the 'Invoice Balance' column.
2. If the invoice has a balance, the 'Payments Today' field in the open invoices file (AR4) is set incorrectly. This indicates that the invoice is already being paid. Follow the steps below to reset the field.

For version 4.10:
Reset the 'Payments Today' field for the invoice in AR_OpenInvoice.M4T by performing one of the following:

Reinitialize the Cash Receipts data files:

1. Update all existing valid cash receipts.
2. Reinitialize the AR_CashReceiptsHeader, AR_CashReceiptsDetail, AR_CashReceiptsDeposit, and AR_CashReceiptsRestart files.
3. If using batches, use Data File Display and Maintenance (DFDM) to delete the batch record from GL_CompanyActiveBatch.

Edit the 'Payments Today' field for the invoice record through Data File Display and Maintenance.

1. Open Library Master / Utilities / Data File Display and Maintenance.
2. Open the ..\Mas90\MAS_xxx\ARxxx\AR_OpenInvoice.M4T file (where xxx = company code).
3. Click the 'Key Scan' button.
4. Locate and select the invoice causing the error.
   Note: The record key is made up of the division, customer number and invoice number (for example: 01ABF00000012IN).
5. Click the 'Edit' button.
6. From the 'Field Number' drop-down box, select "31- Payments Today".
7. In the 'Change' field, change the value to 0 (zero).
8. Click 'OK'.
9. Close DFDM.
10. Open Cash Receipts Entry, and try paying the invoice again.

For versions 3.71 - 4.10:
Run the ARWAR4 utility to correct the 'Payments Today' field in AR4 based on existing data entry in AR9 and ARA.
Note: ARWAR4 is available in version 4.10 only if program fix AR4008-T is installed (also included in Service Pack). Otherwise, see instruction for version 4.10 above.

1. Within Sage MAS 90 or 200, run File / Run / ARWAR4.
2. Click 'Yes' at the prompt. This changes the 'Payments Today' field in AR4 to match the data in AR9 and ARA (Cash Receipt data entry files).
3. If the error still occurs, follow the steps below to reinitialize the data entry file or reset the 'Payments Today' field.

For version 3.70 or earlier
Perform one of the following procedures:

Option 1
Reinitialize the data entry files to reset the 'Payments Today' field for all invoices:

Option 2
Reset the 'Payments Today' field for the specific invoice in AR4:

Related Articles:

• How to use Data File Display and Maintenance
• How to reinitialize and manually reinitialize data files
• AR4008-T