Invoice being paid

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 a 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 a Sage Software Customer Support analyst.

1. Determine whether or not the invoice has a balance.
   1. Expand Modules, Accounts Receivable, and Main. Double-click 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 versions 3.71 - 4.30 and above:
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 the Service Pack). Otherwise, see the instructions below for version 4.10 and above, if the ARWAR4 utility does not work.

1. On the Sage MAS 90 or 200 File menu, click Run. In the Program Name field, type ARWAR4
2. Click Yes at the warning dialog box. 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 4.10 and above if the ARWAR4 utility does not work:
Reset the Payments Today field for the invoice in AR_OpenInvoice.m4t by performing one of the following:

Option 1
Reinitialize the Cash Receipts data files:

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

Option 2
Edit the Payments Today field for the invoice record through Data File Display and Maintenance.

1. Expand Library Master and Utilities. Double-click Data File Display and Maintenance.
2. Open the ..\Mas90\MAS_xxx\ARxxx\AR_OpenInvoice.m4t file (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 Edit, and select the following:
   • Field Number = 31- Payments Today
   • Change = 0
6. Click OK, and close Data File Display and Maintenance.
7. Pay the invoice in Cash Receipts Entry.

For version 3.70 or earlier (or for version 3.71 if the ARWAR4 utility does not work):
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: