How to Create Past Invoices

Recording past customer invoices allows businesses to establish outstanding Accounts Receivable (AR) balances from transactions that were created before the cut-off date or go-live date. This process is commonly performed during system migration, opening balance setup, or when transferring records from a legacy accounting system.

Past customer invoices are typically recorded to reflect unpaid historical sales transactions so that customer balances, aging reports, and collection records remain accurate in the new system.

Depending on business requirements, past transactions may be recorded either as:

• Consolidated balances per customer, or

• Itemized historical documents based on original invoice references

When recording historical transactions, verify that:

• The transaction date is earlier than the cut-off date or accounting start date

• Outstanding balances are verified against prior accounting records

• Related historical payments, credit notes, or debit notes are also considered to maintain accurate customer balances

The Accounts Receivable opening balance is derived from the net effect of:

• Past Customer Invoices

• Past Customer Debit Notes

• Past Received Payments

• Past Customer Credit Notes

Only outstanding balances as of the cut-off date should be recorded.

Scenario:

Your company is migrating from a legacy accounting system to QNE Optimum for the January to December 2015 financial year. As part of the migration, the company needs to record all unpaid customer invoices dated before January 1, 2015, so that customer balances and Accounts Receivable reports remain accurate in the new system.

Some customers have a single outstanding balance, while others require individual historical invoices to be recorded for tracking and reconciliation purposes.

Prerequisites:

• Customer master records must already exist in the system.

• The financial year and opening balance period must already be configured.

• Outstanding customer balances must be verified against the previous accounting records before migration.

Procedure:

1. Prepare the list of outstanding customer invoices from the legacy records or prior accounting system.

2. Verify that the invoice balances represent unpaid amounts as of the cut-off date.

3. Review whether the invoices will be recorded as:

   • Consolidated balances per customer, or

   • Individual historical invoice transactions

4. Confirm that the transaction dates of the past invoices are earlier than the financial period start date or cut-off date.

5. In the navigation pane, go to Customer > Past Invoices.

   • Note: If the Quick Create Icon (the one inside the red box) is highlighted, clicking Past Invoices will immediately redirect you to the new Past Invoice transaction form. If the Quick Create Icon is not highlighted, you will be directed to the Past Invoices Listing instead.

• From there, select the New button to create a new Past Invoice transaction.

6. Select the customer and Enter applicable historical invoice information such as:

• INV #

• Reference No.

• Description

• Doc. Date (Enter or verify the document date for the historical invoice).

• Balance

• Tax Code

Note: If Tax/VAT details are entered for historical reference purposes, the VAT portion does not generate a separate posting to the VAT General Ledger account because only the outstanding receivable balance contributes to the Accounts Receivable opening balance.

7. Review the entered amounts carefully and save the transaction.

8. Repeat the process for all remaining outstanding customer invoices.

9. After all entries are completed, review the reflected opening Accounts Receivable balance in General Ledger > Opening Balances

10. Verify the recorded balances match the historical records.

Application (Use Cases)

Past Invoices are used to:

• Migrate historical customer invoices from a previous accounting system.

• Establish opening accounts receivable balances during system implementation.

• Reconstruct customer transaction history from legacy records.

• Maintain continuity of receivable tracking after a system transition.

• Support financial reporting that requires historical invoice visibility.

• Improve accuracy of customer account balances and outstanding receivable records.
  
  System Scope: QNE Optimum