Good afternoon,

 Our accounts payable guy here is running into an error/problem when trying to adjust a US accounts receivable invoice.

We had a short pay on an invoice that he tried to account for by way of adjusting the original invoice. He makes a 'negative' line entry to reduce the invoice to the correct amount, however when he tries to post it, he gets the message 'transaction not balanced, check that the amounts entered are correct, correct the amounts so that the totals are the same'  what exactly is the system telling him is the problem?  The sales entry looks balanced.  So what we are seeing is, original invoice is 1,700.00 USD, there was a deduction of $100.00 for whatever, he goes to adjust the invoice, putting through a 'negative' amount to show the deduction so that the invoice will now post for $1,600.00 but he gets that message instead.  The dates and exchange rate are the same.  So what is the error?

 Thanks.

 Tanya

Tanya:

The problem is probably in the rounding when conversions are worked. Take a look at the journal entry under reports before trying to post and see if the CDN$ equivalent is in balance. You may have to adjust the $100 entry by a penny either way. Or maybe a part of a penny as you can use up to 4 decimal places.

Clyde

 Good morning,

 I have looked at the journal entry but for all intents and purposes it looks balanced.. there is nothing showing anywhere out of balance to figure out where to adjust the #'s.  Is there a way to prevent Simply from looking at more than 2 decimals for rounding then, while still factoring in the use of more than 2 for exchange purposes?

 Tanya

Rather than adjusting the invoice you could place the 100.00 in the discount column when you are processing the receipt of the payment.  If this is no longer possible you could do a credit note for that amount and place it in the Sales Discount account or even in the Bad Debts account (a truer scenario).

 Just as a note, the bad debts would not be a true scenario for us anyway as because of the nature of the business we are in, there are times that an invoice goes out that is incorrect and is adjusted, so it is not a bad debt, more an adjustment on the sale to the appropriate amount that it should have been if the invoice had been sent out with the correct values.  He has been forced to enter a credit note/negative invoice in order to pick it up properly which is a more work intensive solution, I had hoped to find a better option.  Thanks for the time.