Accounts Receivable Payment Application in Wrong Year

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Posted on by JasonDynamicsSL

Hi,

I had posted a receipt for a customer in the previous year instead of the current one. This throws my cash balance off for all the months prior to this. I then tried to correct this by going in the Application Inquiry/Reversal (08.240.00) module using the Void Selected Application (NSF Check). This created an entry in the current month and returned the outstanding balance to the customer, however my cash balance for all the prior months are off by the payment.

Can someone please help me with what I need to correct this. If possible I would like to reverse out the original entry in the prior year and the correcting NSF entry that I made. Greatly appreciate it.

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JasonDynamicsSL 55 on at

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RE: Accounts Receivable Payment Application in Wrong Year

Thanks for taking the time for your responses Rick.
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Community Member Microsoft Employee on at

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RE: Accounts Receivable Payment Application in Wrong Year

Jason,

Might I suggest, as a good operating practice, that whoever posts batches make sure they look at the posting period for each batch on the grid on the post transaction screen and uncheck any batch in that grid that appears to have an incorrect posting period so that batches with a faulty posting period do not get posted.

Here are the update queries you will have to run in order to fix up the posting period. xxxxxx is the batch number in question and yyyymm is the correct posting period.

update ardoc set perpost = yyyymm where batnbr = 'xxxxxx'

update artran set perpost = yyyymm where batnbr = 'xxxxxx'

update aradjust set adjperpost = yyyymm where adjgbatnbr = 'xxxxxx'

This, of course, is assuming that the receipt that was posted incorrectly was in its own payment application batch or that all the items in that payment application batch had the incorrect posting period. If this receipt was part of a payment application batch where the other items in that batch belonged to the specified posting period then you can run the above queries because all items in a batch must have the same posting period.

Because the GL side has already been posted, you cannot simply run a similar query against gltran. This is because accthist has already been updated based on the original posting period. So, you only option, for the GL side, is to create two new GL batches. the first one will credit cash and debit receivables for the amount of the payment and will be posted to the original posting period. The second batch with debit cash and credit receivables for the amount of the payment using the correct posting period.

If you do not care about the posting period on the AR side, you could elect to not perform the 3 update queries and just create the 2 GL batches.

Also, running the 3 update queries will leave the batch header record (in the batch table) out of sync (posting period wise) with the AR document and transaction side (because we cannot change the posting period on the batch table since the gltran will still have the original posting period) but this will not cause any issues with any of the reports.

The bottom line is: once a batch is posted, messing around with the posting period is not something you should do without fully understanding the implications of that action. Had the batch not been posted to GL yet, you could have run the 3 update queries, turned on initialize mode, opened the batch on the GL side (initialize mode allows you to change the module to AR so that you can access the batch) and change the posting period.
JasonDynamicsSL 55 on at

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RE: Accounts Receivable Payment Application in Wrong Year

Hi Rick,

The batch has been posted to the G/L.... I am not using Cash Manager or Bank Recon.
Community Member Microsoft Employee on at

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RE: Accounts Receivable Payment Application in Wrong Year

Jason,

Is the payment application batch posted or just released? If it is released but no yet posted and you have the ability to run some simple SQL update statements, I can provide the SQL statements to fix the posting period on the original batch and you and reverse the NSF batch. Also, are you using Cash Manager or Bank Recon? If so, an additional step will be required.

If the batch has been posted then it is much more complicated to fix the posting period.