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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / AR never applied payme...
Microsoft Dynamics GP (Archived)

AR never applied payments to documents - need clean up suggestions

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Posted on by Bron 2

Okay -

My client has over 700,000 records in their AR open tables. This is because they have never (in 4-5 years) ever applied a payment to an open invoice.

This has resulted in lots of problems especially with system speed. The application can't even open the 'Apply Payment' window (hangs - I'm certain it will eventually open but the number of records is very large).

My question is.............Can anyone think of a SQL or system solution? We know which invoices have been paid (in fact this client has no AR - all orders are paid for via their web site with credit card - however, the integration doesn't bring in a payment and therefore, the customer manually enters a payment via Cash Receipts in order to update bank records).

Suggestions?

 

 

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  • Suggested answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,215 Super User 2024 Season 2 on at
    Re: AR never applied payments to documents - need clean up suggestions

    Bron, instead of one huge payment for each customer, why not enter 1 huge credit memo for each customer and auto apply to the open invoices?  That way you'd have no payments to worry about deleting.  This was my original thought when I asked how many customers there were.  I assumed there were thousands but your plan to merge them makes this task doable.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    Re: AR never applied payments to documents - need clean up suggestions

    Understood. eConnect - good move to interface the websites to GP. Far better than IM and more robust.

    Why don't you start a new database? Leave all the historical transactions in the old company, and they can be queried if required.

    I'll see can I find the auto apply routine. Have it archived somewhere hopefully!!

  • Bron Profile Picture
    Bron 2 on at
    Re: AR never applied payments to documents - need clean up suggestions

    Ian - Frank

    We are talking about thousands of customers. Client will be upgrading to GP2010 and transistioning to eConnect/Web Services from their current Integration Manager.

    During which time we will correct the payment situation, thus avoiding this situation. We do need to keep the records and then move into history.

    We are going to merge the customers into only 4 customer ID's. The customer sells strictly through internet websites. There are 4 websites. On a daily basis they create 1 source file per website. Using IM they intergrate in SOP - 1 order for each website which represents the daily sales. GP currently has 149,000 customer id's (this is because they used to bring in every single website sale and create a customer id on the fly....thus the 149,000 will become 4.

    I was thinking after I merge the customer id's - I could create 1 huge payment for each customer - auto apply - post (module - not GL) and delete the bank transaction. If I did this, I would still have a gazillion open payments that would need to be voided or deleted........so this probably doesn't work.

    Any thoughts? Ian if you want to share the Mass AR code for V7.5 - I could test it on V9 and see what happens?

    My email is btamulis@hotmail.com

    Thanks...........

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    Re: AR never applied payments to documents - need clean up suggestions

    First question is why the Credit Card confirmation from the website cannot create a cash receipt or deposit along with the order.

    Unfortunately, there is no auto apply at the RM level - you have to open the individual accounts, which is cauing you issues.

    About 6 years ago, we did develop a module to auto apply at the RM level. But its in version 7.5. If youwant PM me and I will see can I find the dev!!!

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,215 Super User 2024 Season 2 on at
    Re: AR never applied payments to documents - need clean up suggestions

    Are we talking thousands of customers?

  • Rick Hollis Profile Picture
    Rick Hollis 495 on at
    Re: AR never applied payments to documents - need clean up suggestions

    Bron,

    Does the customer just want these records to go away or are they wanting to keep the information and just move it to history?

  • mm123 Profile Picture
    mm123 2,535 on at
    Re: AR never applied payments to documents - need clean up suggestions

    Bron,

    We have developed  a solution ( GP receivables mass apply)  for a similar request from our client. If you are interested to learn please drop an email.

    MV

    nj.tech@hotmail.com

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