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Invoice shows payment applied in one area, but not another?

I'm having an issue in GP and am hoping somebody can provide some help. I ran aging for our accounts and am questioning a couple invoices. In the aging that I ran, it shows that these two invoices are still open and there are a couple small payments applied (not near enough to pay the invoices), but in the listing of invoices under Receivable Transactions Inquiry (Sales - Transactions by Customer), it shows a balance due of $0. Looking at the Applied Credits in there, it looks like payment PYMNT000000004861 has been applied to both of these invoices to pay them in full. When I try to search for this payment, I get nothing. I've looked in Transactions by Customer, Transactions by Document, Apply Sales Document, Posted Transactions and there is nothing for PYMNT000000004861. When I try to dig deeper into this payment where I can see it applied, it tells me "This document does not exist". Any idea what’s going on here? I'm very confused that I it tells me this doesn't exist, that I can't find this payment anywhere, and that it's showing that the payment is applied in one place but not the other. Please help!?

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Hello Brad,

What is likely going on here is the Cash Receipt that is applied to these Invoices is damaged. My guess is you only have the apply records and are missing the Key, Transaction, Distributions and possibly the Bank Rec and GL Records. The only way to know would be to review the data in SQL to see how it looks.

If I am correct on the data condition, you would need to remove the phantom records for the Cash Receipt that are remaining. You can then run Reconcile 'outstanding Document Amounts' for the customer to correct the Amount Remaining on the Invoices. This will allow you to recreate the Credit Document and then apply.

Alternatively, if you are not comfortable reviewing the data, you could try running Check Links on the RM Transaction Open and RM History. I have no way to know what Check Links will do. This should be tested in test first. It could remove or change other data as well so you will need to investigate all changes on the Check Links report and verify, they are accurate.

If the Transaction Record does not exist for that Credit Document that is applied to these Invoices, it should remove the bad transaction. You will then only have to Reconcile Outstanding Document Amounts to correct the current amounts on the Invoices.

The above is all speculation as I would need to see the data which would require a support case.

I hope this helps!

Thank you!

Brandon Jarrett | Microsoft Support Engineer.

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