If you apply Victoria solutions and you want to use same documents numbers, i will suggest to remove the invoice and payment through Remove Transaction History Utility. Removing the transactions from this process will remove all instances and records of the document within Payables Management as if it was never entered the first time.
Here are the steps:
a. Make sure that you have a backup.
b. Go to Microsoft Dynamics GP | Tools | Setup | Purchasing | Payables.
c. Unmark Print Historical Aged Trial Balance option.
d. Go to Microsoft Dynamics GP | Tools | Utilities | Purchasing | Remove Transaction History.
e. Select Document Number from the Ranges field.
f. Enter the document number of the invoice.
g. Click on Insert.
h. Unmark Remove Transactions and Distributions.
i. Mark the box for 'Print Report'.
j. Click on 'Process'.
*This will print the invoice that you would want to remove. Verify the accuracy of the transaction. If you are sure that you would want to remove this invoice, proceed to the step k.
k. Mark Remove Transactions and Distributions this time.
l. Click on Process.
m. After removing the invoice, go back to the Payables Management Setup window and re-mark the Print Historical Aged Trial Balance option that you previously unmarked.
2. After the invoice has been removed, you may want to run Check Links against Payables Transaction Logical Files and Payables History Logical Files to make sure there are no remaining records left in other tables. Data are actually stored in two or more tables. There is a possibility that one table is missing or damaged, check links examines other tables where the same information is stored, and re-creates the damaged record. This will also ensure data integrity and restore damaged data.
Steps on how to run check links:
a. Go to Microsoft Dynamics GP | Maintenance| Check links.
b. Select Purchasing for series.
c. Highlight Payables Transaction Logical Files and Payables History Logical Files tables in the Logical tables.
d. Click on Insert after highlighting each.
e. Click on OK.
3. Go to Microsoft Dynamics GP | Tools | Setup | Posting | Posting, select the series of purchasing and the origin of payables transaction entry. Then make sure you are "posting to" GL. Save the new setting if necessary. Next go to the origin of payment entry and make sure that you are only "posting to" GL, as well.
4. Re-enter and post the transactions, you will need to delete the GL batch to prevent GL from being updated a second time.
5. Re-enter, repost, and reapply the original invoice and payment. Once transactions have been posted, go into Transactions | Financial | Batches and delete the batches that have been created so that General Ledger is not updated.
6. Go back to Microsoft Dynamics GP | Tools | Setup | Posting | Posting and reverse the changes you made to your posting setup in step # 3.
7. Print the HATB report and check the transactions.
8. Once the desired results are attained in the test company, you could apply them to the live company.
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