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Fixing Incorrect Customer Statement Balances in Everest (Paid Invoices Showing as Due)

Overview

In Everest, printed customer statements can sometimes show incorrect balances even when the underlying sales invoices are paid (for example, invoices with Balance Due = 0 still appearing as if money is owed or a refund is due). This typically presents as a mismatch between statement totals/running balances and the actual invoice/payment status, without any explicit on-screen error message.

This is commonly caused by stored/historical customer activity totals being out of sync with the underlying transaction/journal records. The confirmed resolution is to rebuild the customer activity history from transaction records using a SQL Server stored procedure.

Contents

How to recognize the issue

  • A sales invoice shows Paid (or Balance Due = 0), but the customer statement shows a different open amount.
  • The statement transaction history contains unexpected running balances (for example, negative balance entries and an incorrect current balance).

Error message: None typically shown. This is a reporting/balance discrepancy rather than a runtime error dialog.

Common cause

The customer statement can rely on stored/historical customer activity totals that are out of sync with the underlying transaction/journal records.

Solution

Rebuild/update customer activity history from transaction records by running the following stored procedure against the Everest company database in SQL Server:

exec UPDATE_COAHIST_ACTIVITY_FROM_TRANSACT ''

Implementation steps (SQL Server Management Studio)

  1. Back up your company database (recommended before any data maintenance).
  2. Open SQL Server Management Studio (SSMS).
  3. Connect to the SQL Server hosting your Everest company database.
  4. In Object Explorer, select the company database → right-click → New Query.
  5. Run the command below (note the two single quotes at the end): 
    exec UPDATE_COAHIST_ACTIVITY_FROM_TRANSACT ''
  6. Review the result:
    • A return value of 0 indicates the procedure ran successfully.

Validate the fix

  1. Re-run/print the customer statement for the affected customer(s) (for the same date range used previously).
  2. Confirm:
    • Paid invoices remain paid and show zero due.
    • Statement totals and the customer’s current balance align with the invoice/payment records.
  3. Spot-check a few additional customers/invoices that previously showed discrepancies.

If the discrepancy persists

  • If the stored procedure does not return 0, stop and avoid repeated runs until you understand the failure.
  • Capture the stored procedure output/results.
  • Collect a copy/screenshot of the customer statement showing the mismatch (and, if available, related output such as an Activity Report).
  • Continue troubleshooting with a focus on the specific customer(s), date range(s), and transaction sequence(s) involved.

Reference

For expanded instructions (including an alternative way to execute the procedure via Object Explorer), see the Everest Help Center article:

  • “Correcting discrepancies in the Activity Report and the Trial Balance or Balance Sheet Reports”

Frequently Asked Questions

1. How do I know I’m experiencing this specific problem?

You’ll see a mismatch where an invoice is marked paid (or has a zero due balance), but the customer statement still shows an amount owed/refund due, or the statement’s running/current balance doesn’t match the invoice/payment reality. There is usually no explicit error message—only incorrect statement totals.

2. What exactly should I run to fix the statement balance mismatch?

Back up your Everest company database, then run the stored procedure below in SSMS against the company database:

exec UPDATE_COAHIST_ACTIVITY_FROM_TRANSACT '' (two single quotes at the end). A return value of 0 indicates success.

3. What should I check after running the procedure?

Reprint/review the customer statement(s) that previously showed the discrepancy and confirm paid invoices show zero due and the statement’s current balance matches the expected balance. Also spot-check a few other customers that had similar issues.

4. What if the stored procedure does not return 0 or the statement is still wrong afterward?

Stop and avoid repeated runs until you understand the failure. Capture the procedure output/results and gather a copy/screenshot of the affected customer statement (and related activity/accounting report output if available) to continue troubleshooting on the specific customer/date range/transactions involved.

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  1. Priyanka Bhotika

  2. Posted

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