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How to show an invoice as paid

  • 17 December 2021
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Hi all! I’m new to Acumatica; we just converted on 12/1 from Quickbooks.  How can I show an invoice marked as paid for my customers?  They ask for a paid invoice all the time for their records.  We sell high end products that many people need this for insurance purposes. 

Sometimes a customer will make a partial payment.  Example, a customer has an invoice for $100,000 worth of goods for which he paid $80,000.  I need the invoice to show:

 

Total:  $100,000

Amount Paid: $80,000

Balance Due: $20,000

 

Or if it’s paid in full, it would be marked as such and balance due would be zero.  How can I do this?

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Best answer by vkumar 18 December 2021, 03:26

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rwhetsell77
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@ChandraM Ok, validated the relationships and still getting the same results. Going to step away from this until tomorrow, been looking at it too much today. Thanks for all the assistance!

Regards, Robert Whetsell
rwhetsell77
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Hi @rwhetsell77 I attached the zip file as  I was unable to upload .rpx file( report file). I have submitted.a topic in this community to allow .rpx files.


Did you try unzipping the file? Where are you stuck in downloading the zip file.

Thanks

 

Yea, Chrome was not being cooperative before, but tried again and it worked. Reviewing per previous comment.

Regards, Robert Whetsell
nathantrauscht
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@rwhetsell77 I’ve had trouble downloading zip in community posts as well, especially when using Google Chrome. When using Edge I can click on the attachment and downloads the zip no problem.

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Hi @rwhetsell77 I attached the zip file as  I was unable to upload .rpx file( report file). I have submitted.a topic in this community to allow .rpx files.


Did you try unzipping the file? Where are you stuck in downloading the zip file.

Thanks

 

Chandra M
nathantrauscht
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@ChandraM I was wrong - I ran the report with the subreport on a test invoice with two payments. It brings in the 1st applied payment. It also duplicated the one line item. I am stumped.

rwhetsell77
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Hi @rwhetsell77 Please find the screenshots of the Build Schema for quick reference here:

 

  1. Shows the Join between ARInvoice and ARAdjust

 

  1. Shows the Joines between ARAdjust and ARPayment

 

@ChandraM I was close to what you had, just had some items crossed. I’ve set this up as indicated but get the following results. When set up exactly the way you indicated, I get this:
 

 

If I make the ARAdjust - ARPayment a left join instead of inner, I get this (I’ve redacted the customer sensitive info):
 

So almost working, but not pulling the payment type and payment extrefnbr.

I couldn’t pull your zip file, wanted to review the relationships to make sure I didn’t have something different that would throw this off.

Regards, Robert Whetsell
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Hi @nathantrauscht Thanks for the update!

Chandra M
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@ChandraM I think I found my problem. I changed the subreport collection parameters to:

DocType =[ARAdjust.AdjgDocType]

RefNbr =[ARAdjust.AdjgRefNbr]

And I am now getting the desired results.

nathantrauscht
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@ChandraM I have spent some time trying to use a subreport to list payments that are associated with an invoice and am having some trouble.

I tried to keep the subreport simple, by only adding the table ARPayment.

Here are some samples of subreport configuration and subreport external parameters on AR641000

Sub Report
Subreport Parameters
Subreport Filters
Subreport Collection AR641000
Subreport Collection AR641000
Subreport Not Finding Associated Payments

Not sure what I am missing and I’ve only worked on a couple subreports in the past. Any help is appreciated, we often have invoices with multiple payment applications so we have to go the subreport route.

I have a feeling, that it has something to do with the table ARAdjust that links ARInvoice and ARPayment.

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Hi @rwhetsell77 The sub report option can be used to show the payments that are associated with an Invoice. Let me know if you need any help with the sub reports.

Thanks

Chandra M
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@ChandraM this is great and something we’ve wanted to add to our AR invoices for a few months.

However, if there are multiple payments on an invoice, it will duplicate the printed ARTran line items in the detail section.

I believe, the potential one to many relationship can be resolved by using a subreport instead of adding the fields directly into the AR invoice doc, but I have not tested this out yet.

I did this with shipment tracking numbers and it worked, but it’s been a long time since I did this and I have limited experience using a subreport.

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Hi @rwhetsell77 Please find the screenshots of the Build Schema for quick reference here:

 

  1. Shows the Join between ARInvoice and ARAdjust

 

  1. Shows the Joines between ARAdjust and ARPayment

 

Chandra M
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Hi @rwhetsell77 Please find the attached Invoice and Memos report file with the joins, for your convenience and review,

Note: The file is inside the zipped folder due to the limitation to upload .rpx file here.

Screenshots for reference:
 

 

Result of the report showing the ExtRefnbr:
 

 

1 Attachment
Chandra M
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Hi @rwhetsell77 Just an update. In order to associate the Invoice with the associated payment, the join should first be on ARInvoice and ARAdjust. Will keep you posted.

Chandra M
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Hi @rwhetsell77 Thanks for the confirmation. Will try to join verify and send the details to you.

Chandra M
rwhetsell77
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 Hi @rwhetsell77 Are you looking to have the Invoice details with the Payment details? Please confirm.

 

Thanks

Chandra

Yes, working on the AR Invoice (ar641000) and want to show, if payment was made, the payment method and the extrefnbr on the payment.

Regards, Robert Whetsell
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 Hi @rwhetsell77 Are you looking to have the Invoice details with the Payment details? Please confirm.

 

Thanks

Chandra

Chandra M
rwhetsell77
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@ChandraM Hey there! Trying to pull in the payment method and extrefnbr from the ARPayment. Very close, but pretty sure I don’t have the relationship correct. I did a left join ARInvoice > ARPayment and linked doctype and refnbr.

Show me the error of my ways…..😃

Regards, Robert Whetsell
nathantrauscht
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@bzelinski I had the same issue.

 

I tried manual typing the value:

=[ARInvoice.PaymentTotal]

and

=[ARInvoice.UnpaidBalance]

When validating, it will say that the expression contains an invalid name. But, if you preview the results you will see that it does pull the correct values.

 

I hope that helps.

bzelinski
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When I try to add it to mine, I don’t see the [ARInvoice.PaymentTotal] or ARInvoice.UnpaidBalance] even as options. How did you get those as available options?

 

Brian Zelinski
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@vkumar Thank you so much!!  I just forwarded this to my team; this is exactly what I needed!! 

Tracy
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Hi @TracyVogt 

As @ChandrasekharM indicated on one of his previous message, one need to customize the Invoice report to print the Payment detail, as its not included in out of the box report. 

I have made small changes on AR invoices and memo report (AR641000) to include the ‘Payment total’ and ‘Unpaid balance’ for an invoice. The columns are available on ARInvoice table/DAC

Here is partially paid invoice 

Report output

 

I am attaching the report .rpx file for reference. (zip the file as .rpx attachments are not allowed here)

Regards,

1 Attachment
VijayKumarU
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Hi @TracyVogt Please clarify the following questions.

  1. Is this the first version of Acumatica you are using?
  2. Is there any customizations to your Invoice and Memos report now?
Chandra M
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@ChandrasekharM Thank you so much for helping me; it’s very much appreciated.  I think this is our version.  Our VAR didn’t have an answer for this.

 

 

Tracy
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Hi @TracyVogt What is the Acumatica Version you are in? The report change requires deploying (publishing) the change to your instance. Did you contact your Acumatica Partner (VAR )for this change. I can actually make the change and provide to you after receiving the Acumatica version, if it is fine.

Thanks

Chandra M

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