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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.

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

Missing-Open-Items

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

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.
  1. Confirm that Accounting tasks are active and no journals are on hold.
open items management set up in sage x3 image-1
  1. Ensuring the invoice pay approval is set to “Authorized to pay”.
open items management set up in sage x3 image-2
  1. Confirming that no payment is associated with the invoice as shown:.
open items management set up in sage x3 image-3
In the case of an already paid invoice, the payment total will display with the paid amount also under the payments field.
open items management set up in sage x3 image-4
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.
open items management set up in sage x3 image-5
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.

open items management set up in sage x3 image-6
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.
open items management set up in sage x3 image-7
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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Greytrix Africa is a leading Sage business partner and ISV Partner offering Consulting, Implementation, and development services for Sage X3, Sage 300, Sage 300 People (HRMS), Sage CRM, and Sage Intacct, which covers East Africa, West Africa, SADC, and Middle East region. We offer professional services such as Implementation and Configuration, Business Process Analysis, Project Management, Integrations and Migrations, and Technical & Functional Support, along with enhancements within Sage X3, Sage 300 People (HRMS), Sage 300, Sage CRM, and Sage Intacct across various industry verticals like Process Manufacturing (Food & Beverages, Chemical), Discrete manufacturing (Automotive, Textile & Apparel), Non-Profit, Health-care Industry and Services Industry (Financial, Software & Engineering), Distribution (Transportation & Logistics), and Agriculture.

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