Pastel Partner - matching open items - only some accessible

[Blue Skies Accountant]

Hi there,

I'm hoping someone can help my with Partner v14. For a long time now customer and supplier payments have not been matched to invoices within Partner.

I am trying to go back through history and match as many off as I can (to aid identifying bad debt etc)

However, one strange issue: The matching option only lets me search througha a handful of customers/trade debtors with which I can match receipts and invoices.
Not all of them are available to be matched off?

NONE of my suppliers populate the list to be matched off.


My aged debtor analysis quite frankly looks ridiculous, and I was hoping this was the key to begin tidying it up - but i can only process a dozen customers (out of several dozen) and no suppliers?

Anyone know why this may be?


(I've also noticed that the window that pops up when you process a customer receipt, to allocate the remittance to o/s items, is onlly 'popping' up for these few customers, for the other customers this option doesn't happen)

Kind regards,
David

[Mike C]

Hi David. It might sound obvious, but is the default AND the individual processing style for each/all of your customers and suppliers set to "Match open item". If they have been set to "Balance Forward" you will need to change them ... which is quite a big job ... so I believe.

[Blue Skies Accountant]

It might sound obvious...

Thank you Mike C.

No it doesn't sound obvious at all, I have no experience of Partner (coming from the UK I am only really aware of Sage Line 50 and SAP etc).

I am currently in Ghana where our site is using it for their accounts (and no-one here knows more than a basic understanding of its functionality) - thank you for your suggestion!

So I have found that (as you say) the customers I can see are indeed 'open item' processing - and the ones I can't see are 'balance forward'.

But the option to change them from one to the other is greyed out and not selectable

Is it possible to make the change - You said above that it i big job? Do I need admin permissions? Or can it not be changed once it has been initially set?

Many thanks,
David

[Neville Bailey]

Hi David,

You can change supplier/customer accounts from Balance Forward to Open Item processing, by going to Change...Open Item/Balance Forward Conversions.

I suggest that you read my post here on the implications of converting.

[Blue Skies Accountant]

I suggest that you read my post here on the implications of converting.

Thank you very much Neville (what a shame that Partner doesn't just re-open all individual items?!!?)

To be honest, I don't see that I have much of a choice if I'm to tidy up the ledgers and get things rolling smoothly in the future...


So can I double check my understanding - If I were to proceed with the option whereby Partner creates "a single open item transaction for each ageing period for the existing balance outstanding" this would mean that say:

In May, 3x invoices were raised for 1,000 / 2,000 / 3,000 respectively (totalling 6,000 in May) and this customer/supplier has 60 day pymt terms.
Also in May cash was received/paid for the previous 60 days items - 4,500.

so in the 'Match-open items' window for May - I will see a balance of 1,500 un-allocated which I will need to somehow tidy up

(eventually I will have balances that just need writing off)

bw
David

[Blue Skies Accountant]

Or...

It will show unmatched invoices of 6,000 (no split or breakdown) in May, also an un-allocated receipt in May of 4,500
(and presumably 60 days later in July/Aug, another un-allocated receipt of 6,000)

Apologies for the questions, I cant yet get onto the system to check myself...

bw
David

[Neville Bailey]

Hi David,

Your first scenario is what will happen.

[Mike C]

Hi David - let us know how it goes. Remember to do regular backups so that if something goes wrong you can restore to an earlier backup.

[Jillikins]

I am able to check for "Open Item History" in Pastel Partner. Can one do the same in Pastel Express

Good morning. I can check for "Open Item History" in Pastel Partner. Can one do the same in Xpress?

[Neville Bailey]

Good morning. I can check for "Open Item History" in Pastel Partner. Can one do the same in Xpress?

Yes, you can.

[Jillikins]

Where do I look for the "Open Items" on Pastel Xpress?

[Neville Bailey]

Where do I look for the "Open Items" on Pastel Xpress?

Process...Match Open Items.

[Jillikins]

Ok thank you. Was hoping for an easier method like we have in Pastel Partnet :-)

[Neville Bailey]

What method are you using in Partner?

[Jillikins]

View -> Customer -> Monthly/Periodic ->Open Item History