[Question] Fixing cust. age analysis - long standing dupe invoice (eur)

[michellepace]

Hi, we have a few long standing issues on our age analysis I'd like to iron out once and for all. One them is for a customer called OUT005. Many years ago (and I mean many years ago) we created duplicate invoice. We just never fixed it. So now the time has come.

I'm scared to simply pass a credit note on 01/03/2019 for €2,099.82 for several reasons:

• The exchange rate was different
• The invoice I need to link a CN to doesn't exist (see detailed ledger)
• Won't this CN somehow throw out all my reporting numbers?

Question:
Can anyone please advise me what is the best/cleanest way to clear out this value for my customer?

[Alec Candiotes]

HI Michelle

Great question. I love that you are taking on the challenge to finally clear something like this.

Do you know when the erroneous invoice was raised? The PSQL database keeps 5 years of data (current and 4 prior years) in the transactional data file. It keeps an even longer history in the History lines and history header database. So my suggestion is to make a copy of your database and do the follow test in the copy.

Pass a credit note on 01/03/2019 linked to the original invoice with the exact same lines and exchange rate as originally booked. Then check the result and see whether you like the end result. If you are not yet happy do a few more tests in the same way until you find a solution that you are happy with. Then do that in the live database.

Happy to give you some more guidance over the phone if this is unclear.

If you battle to see the original invoice we can help you with our MyBI software to see it.

Hope this helps.

Kindest regards,
Alec

[michellepace]

Hi Alec, thanks for your reply.

Do you know when the erroneous invoice was raised? The PSQL database keeps 5 years of data (current and 4 prior years) in the transactional data file. It keeps an even longer history in the History lines and history header database.

I'm afraid not. I don't have that history. I queried the pastel database and all I have in the History tables is one line of data as shown below. Presumably, because I ran the Change > Delete History / Clear Files option at the beginning of this FY for anything older than 2 years. Simply put, the invoice no longer exists.

[michellepace]

I'm getting too complicated??
Am I not making a big deal out of nothing here? if I pass a CN on the balance brought forward as shown below. And I use today's exchange rate... then as i see it OUT005 will get zero'ed out and my SALES for the year will be decreased by 2,099.82 x (16.26) = R34,143.07... and so really... where's the problem? Am I just getting too complicated?



Thanks eveyone for your help and patience with me on this forum.

[Alec Candiotes]

Ok I see. Yes in that case I would not over think it to much.

But may I suggest you consider putting it through with a EURO 2,009.82 at a 0.00001 exchange rate. In this way you only only credit the foreign exchange rate but have almost no South African Rand impact. As I understand this is merely a forex error, not a Rand error. However if this is also a Rand overstatement then I would use the same exchange rate used when the duplicate invoice was captured if you can at all recall it (perhaps use something like Oanda.com to look at historical exchange rates.

Let me know what you think.

Kindest regards,
Alec

[michellepace]

Ok I see. Yes, in that case, I would not over think it to much. But may I suggest you consider putting it through with a EURO 2,009.82 at a 0.00001 exchange rate. In this way you only only credit the foreign exchange rate but have almost no South African Rand impact. As I understand this is merely a forex error, not a Rand error.

Brilliant! Yes, perfect I think I'm going to do just that. Thank you

[Alec Candiotes]

Fantastic! It is my pleasure.