Hi,
So we have a payment batch posted to a future period (08/2018) instead of the correct one (08/2017). However, to compound the issue there was a correct batch entered for the correct period.
How do we void out the future batch so that we don't have an issue?
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"fall off" is not quite correct. What you will see are two GL batches that offset each other (the original check and the void). The check will have a zero current balance as will the void document so all will be good.
Does this mean the Unposted batch from 8/2018 will "fall off" once we start processing 8/2018 batches?
It looks like we did catch it back in 8/2017 because I am seeing the transactions from the 8/2018 batch report as voided/NSF.
I believe you may be mistaken when you say that the same invoices were cleared in both batches. SL will not let you apply payments to an invoice in excess of the invoice amount. So, if the first payment batch was applied to an invoice clearing its balance then the second payment batch could not have been applied to the same invoice. I have seen a couple of instances where this did not apply but it was due to a very unusual set of circumstances. In such cases, the invoice in question ended up with a negative balance (which should never happen under normal circumstances). So, the only way that the second payment could have been applied to the same invoice as the first payment (you said "cleared" so I am assuming it was not a partial payment) would be if the application inquiry screen was already used to either void the first payment or un-apply it. If the later, then use the application inquiry screen to void the first payment.
You do not want to mess around with SQL statements to try and correct this unless you totally understand how the various tables (ardoc, artran and aradjust) all work together and how their contents affect reports like the aging reports and the trial balance report. The approach I indicated is the best way to address this issue.
The fact that you cannot see the future period payment batch in the GL does not affect the action to be taken. The void action on the application inquiry screen will create another GL batch backing out the effects of the first incorrect payment application batch.
So both batches were released. The same invoices were cleared in both batches. I cannot see the future batch because its unposted until 8/2018.
If we go in and void/bad the 8/17 batch and use the SQL strings to change the 8/2018 batch will it adversely affect anything?
So, was the incorrect batch applied or left unapplied? Same question for the correct batch. The first step is to use the application inquiry/reversal screen to select that customer and payment memo number for the incorrect batch and select the void selected application action. That screen does not have a field to enter the posting period but the resultant batch will end up with the same posting period as the payment that you voided. It will also un-apply the payment to any invoices that that voided payment was applied to. If the original batch had been applied to one or more invoices then the correct batch could not have been applied to those same invoices and so it was either applied to other invoices or left as unapplied. If the later, you can use the payment application batch to start a new batch for $0.00 and pick up that unapplied payment and apply it the invoices. If the correct payment was applied to other invoices then you could use the application inquiry screen to select that correct payment and use the reverse selected application to take that payment off of the invoices it was applied to and then use the payment application screen to start a new batch for $0.00 and pick up the correct payment and apply it to the appropriate invoices.
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