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Home > Resources > Technical Tips > Receivables Now Sends Additional Information

Softrak had several requests for Receivables to send additional information to JobCost (eg. the Reference and Description fields). AR now passes the Original invoice number to the AJ Reference field for Retainage related transactions. In past, this was not done; the Reference field was left blank.

For existing Retainage in JobCost (i.e. posted prior to AR 8.0B(20061213) and AJ 6.8B(20061218)), the Reference is blank. If you wish, you can verify which jobs in JobCost have outstanding retainage and a blank Reference by printing the Retainage Receivable Aging Report.

JobCost will not allow the posting of unmatched retainage invoices.

In order to post batches created with old retainage that has a 'blank' reference in JobCost, you need to do the following:

1. In the Company Profile on the Options tab, scroll down to the System Options section and ensure that Allow edit of retrieved batches is checked.

2. Edit the batch retrieved from Receivables. For each retainage invoice entry, you must:

a.) Take note of the value in the Amount field (maybe write it down for the first few until they are more familiar with the process). Tab to the Reference field. Click on the Finder button to see if there is a Reference for retainage that matches what was passed by AR.

b.) If there is a Reference that matches the one in this entry, close the Finder and press the Enter key or click on Okay or press Alt/O to accept the entry. Move on to the next transaction in the batch and start at (2) a) again.

c.) If there is no Reference that matches the one passed from AR, close the Finder and delete the Reference (i.e. make it blank). Continue to step (2) d)

d.) NOTE: Adagio will automatically change the value currently in the Amount field to the 'total' amount outstanding for this 'blank' reference.

e.) Enter the value previously noted in step (2) a) above in the Amount field.

f.) When satisfied the entry is correct, press the Enter key or click on Okay or press Alt/O.

3. Continue with the next and subsequent entries in the batch.

4. Print listing to ensure there are no errors.

5. Post the batch as usual.

If you have an error batch in JobCost as a result of trying to post transactions with old retainage that have 'blank' references, simply complete the steps above for the error batch.

NOTE: Once the old retainage is dealt with (invoiced), these steps will no longer be necessary.

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