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AR.30.20.00 Allow available balance to go negative.

Create an option in AR Preferences to allow the import of more invoices than payment amount thus making the difference negative.  We had an occurrence where the user entered the pennies of the payment as .08 instead of .80.  This caused the last invoice to be paid short by .72 cents.  It was not found until balancing the cash account. 

It would be useful to be able to select a configuration option that would not change the invoice amounts on import just because the payment amount was not sufficient to pay it.  In this instance there would have been a -.72 difference which would have alerted the user to the erroneous payment amount.

It would also allow the users to enter a larger range of invoices where the customer has paid disjoint sets of invoices on a single check.  Currently for large checks we overstate the payment amount by 100,000 and then prune the imported list until the difference is an even 100,000.

  • Jerry Welliver
  • May 6 2015
  • Already exists
  • Attach files
  • Olga Anisimovich (Product Manager Financials Team) commented
    September 22, 2018 17:43

    There is an easy workaround for the described case: at first select all the documents to be paid and then enter the payment amount to the Payment box. If you have zero payment amount, the system loads full open balances of the invoices. In the Applied to Documents box, you can see the total balance of the selected documents.

  • Jerry Welliver commented
    May 06, 2015 16:13

    No.  I get a large check that pays a large number of invoices, but not every invoice in the range.  The range might cover 100 invoices but they are only paying 85 of the 100.  I load all 100 invoices with the Load Documents link and then delete the invoices not included in the remittance until the difference gets to 100,000.  For small remittances (5-10) invoices, the list is usually scattered so we enter the exact amount and then select the invoices individually.  This is the scenario which caused the .72 difference mentioned in the original entry.

  • Gabriel Michaud commented
    May 06, 2015 15:54

    Also, what is the "imported list" you're referring to? Some manual data upload or the "Load Documents" button?

  • Gabriel Michaud commented
    May 06, 2015 15:54

    OK, let me know if I understand your problem correctly:

    1. You receive a large check, let's say $75 000, which you need to apply against multiple invoices
    2. You enter the payment amount, and start entering the invoices where it has to be applied
    3. You release the payment, without realizing that there's an available balance that you forgot to apply

    You would like to have some way to block, or at least a warning that you're about to release a document with an available balance. Is that right?

  • Jerry Welliver commented
    May 06, 2015 15:42

    I don’t want to write off the difference, I want to force the proper amount to be applied.

  • Gabriel Michaud commented
    May 06, 2015 15:09

    Are you aware of the write-offs functionality that we have in the Payments screen (and outside, as batch write-off capability)? 

  • Jerry Welliver commented
    May 06, 2015 15:00

    Yes, that would help avoid the problem for the specific issue we had.  However, the bigger issue is to be able to import a range of invoices and then delete those not paid without having to overstate the payment amount.  If the available balance was allowed to go negative, it would solve both problems.  It could be tied to a preference setting so as not to disrupt current installations that depend on current functionality.

  • Gabriel Michaud commented
    May 06, 2015 14:41

    Hi Jerry. Thanks for your suggestion. Are you actually looking to BLOCK short payments?