Microsoft Dynamics GP: How to move a Payables document stuck in Open to History

Greetings GP Users,

In Payables Management, when a document is fully applied it should automatically move to history.   However, on occasion a document may get stuck in the open table and not move to history due to any number of posting interruptions.  Below are some tricks you can do to see if you can get it to move to history:

*Be sure to test these steps in a TEST company first, or make a current backup prior to doing this in a live company database.

1. Verify that the document is fully applied:
   1. In GP, go to Inquiry | Purchasing | Transaction by Document.
   2. Enter the document number
   3. Expand the line and ensure the Unapplied amount field = $0.00

2. If the Amount Remaining on the document = $0.00 then check links should automatically move it to history:
   1. Make a current backup first, or do this in a Test company, as check links cannot be reversed.
   2. Go to Microsoft Dynamics GP | Maintenance | Check links
   3. Select the Purchasing series.
   4. Click on ‘Payables transaction Logical File’ and click INSERT.
   5. Click OK.
   6. Print the Error log to review what it did. Make sure the document you want has ‘This document has been moved to history’ next to it.  If any other documents were affected, review the action taken on each and make sure you agree before doing this in the live production database.
      
      
3. If the document still will not move to history, then look for an apply record for it in the PM Remittance table (PM20100) and remove it, and then try to run check links again.  As you apply documents to each other in-between checkruns, the system will insert a record into this PM20100 Remittance table as a holding tank for this apply information, and will print it at the top of the vendor's next check remittance if the option for 'Print previously applied documents' is marked during the computer checkrun build process.   If this option is not marked, then it may sit in this table forever.  But having a record in this table can sometimes hold up the document from moving to history.  The only impact of removing a record from this table is that it won't print on the top of the vendor's check remittance.  Use the scripts below, depending on what type of document it is, to find a record in this table and then remove it.  (Enter the voucher number for invoice type documents in the 'apply to voucher number' field, or for payment type documents in the 'apply from voucher number' field as outlined below.  Use the appropriate set of script as needed and update the voucher number field.)   Then try to run check links again and see if it moves to history now.  

• For invoices, finance charges or misc charges, use these scripts for the 'apply to' voucher number field:

select * from PM20100 where DOCTYPE in (1,2,3) and APTVCHNM = 'VCH0000000000XXXX'

Delete PM20100 where DOCTYPE in (1,2,3) and APTVCHNM = 'VCH0000000000XXXX'

  --update the placeholder with the voucher number.
 

• Or for Payments, credit memo’s or returns, use these scripts for the 'apply from' voucher number field:

select * from PM20100 where DOCTYPE in (4,5,6) and VCHRNMBR = 'PYMT000000000XXX'

Delete PM20100 where DOCTYPE in (4,5,6) and VCHRNMBR = 'PYMT000000000XXX'

  --update the placeholder with the voucher number.

         4.  After removing the record from the PM20100 table linked to this document, then run check links again and the document should automatically move to history this time:

          a.  Go to Microsoft Dynamics GP | Maintenance | Check links
          b.  Select the Purchasing series.
          c.  Click on ‘Payables transaction Logical File’ and click INSERT.
          d.  Click OK.
          e.  Print the Error log to review what it did. Make sure the document you want has ‘This document has been moved to history’ next to it.  If any other documents were affected, review the action taken on each and make sure you agree before doing this in the live production database.

         5.  Verify the document is now in history. (Inquiry | Purchasing | Transaction by Document)

ADDITIONAL: 

What if the document is already in history and we need to move it back to open?  (It may have a wrong date, wrong amount, is applied to the wrong invoices, or the apply record is incorrect or missing.)

• If the document is a payment, credit memo or return, then you can void it in the Void Historical Payables Transactions window and the invoice(s) it is applied to should automatically be unapplied and move back to the open transaction table.  You can then rekey the payment document back in as a brand new document with the corrections needed and reapply it to the same invoices if applicable, and they will move back to the history table again if fully applied.   It is optional if you wish to remove the voided document completely from the history table by using the “Remove transaction history” utility in Purchasing. Voiding and rekeying the document back in is the only supported method to move a document from history back to the open/unapplied table.
  
  
• If the document is an invoice, you would have to first void the payment document that is applied to it in the Void Historical Payables Transactions window, so the invoices moves back to the open table. Then you can void the invoice in the Void Open Payables Transactions window.   It is optional if you wish to completely remove both voided documents from the history table by using the 'Remove transaction history' utility in Purchasing.   Then you can rekey one or both documents back in again as brand new documents and re-apply as needed.  

I hope this information will be useful to you with your Payables maintenance issues. 

Cheryl Waswick
Sr. Technical Support Engineer
Microsoft Dynamics GP Support – Applications team