How to Display Missing Open Items in the Payment Screen of Sage X3 ERP

Sometimes, even after numerous attempts to refresh on the payment screen, an invoice may not appear for payment under open items on the left pane of the screen.

You may have checked through all the ‘obvious’ causes for this which may include:

1. Checking that the invoice was already posted and journals generated.

2. Confirm that Accounting tasks are active and no journals are on hold.

3. Ensuring the invoice pay approval is set to “Authorized to pay”.

4. Confirming that no payment is associated with the invoice as shown:.

In the case of an already paid invoice, the payment total will display with the paid amount also under the payments field.

Once you’ve run all these checks and the invoice in question still doesn’t appear under open items on the payment screen, you may want to do a final confirmation under open items edit, to verify whether the invoice has been listed as an open item.

To do this, navigate to the A/P-A/R accounting module to the open items edit as in the path shown:

A/P-A/R accounting > Open items > open item edit

Click the search button under ‘type’ field to view the listed document types responsible for open items and select the respective document type for the open item in question. For instance, a purchase invoice will be under the ‘ZAPNV Purchase Invoices’ document type.

In a case where you don’t find the required document type such as the purchase invoice one for example, you may need to verify whether the document type has been mapped for open item management; which is the purpose of this blog.

To achieve this, navigate to: Parameters > Financials > Document types

Under the document type in question such as the purchase/supplier invoice, confirm whether the open items box has been checked as shown below.

If not, check the box, go back to the open item edit screen, search for document type again, and your open item will now display under it.

Similarly, the open item will also be available at the payment screen level for payment.

The open item management function, a powerful tool at your disposal, helps view all the open items related to a company, site, or BP, depending on the criteria, and modify these open items at several levels. Its efficiency ensures smooth financial operations.

It’s absolutely essential to set up the open item management before any transactions. This process applies to all document types that need to be managed under open items for payment and matching purposes. This ensures the system operates correctly and prevents potential issues.

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