How to adjust Accounts Payable properly

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Posted on by JordanH

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Hello,

I have only worked with AX for 2 months and am still learning, this issue should be an easy fix but I cannot figure it out. Here is an overview of my problem:

Lets say that every month we have to pay $10,000 to a vendor, this payment is constant and is the same every month. These payables are created manually at the end of each month, and then paid on the same day. The issue starts when this amount is paid. When I look through our Accounts Payable main account, the amount is SOMETIMES showing as a debit 3 times. I have no idea how this is happening, the person in this position before I started seems to have done this multiple times, whenever I post these monthly entries mine are posting just fine, its these older entries that are errors I am trying to fix. So instead of our accounts payable being at 0, which it should be, it is showing as a DEBIT amount of $20,000. This doesn't happen every time but it has happened enough to where it is obviously causing a massive issue.

I only started here 2 months ago and this problem seems to have been happening for months, over time this has resulted in our accounts payable account being in a debit position, which should never happen.

So basically, I need to make an adjusting entry to our Accounts Payable account to remove these duplicate entries, but because our AP account is set to not allow manual entry I cannot simply adjust the amounts out through a GL entry. Seeing as I have only worked with AX 2012 for 2 months, I am not aware of how else to post these adjust entries without creating a new payable to that vendor for the credit amount. But this would show as an owing amount would it not? I do not want it to show in our system as we owe these amounts because we don't, they have already been paid for. I also cannot use the reverse transaction function when I have the main account open as it does not allow that.

The last method I can think of is to create a new posting profile that can post to AP, but I am not sure how to set this up properly since I have only worked with AX 2012 for 2 months.

What is the best way to adjust these error entries out of our system?

Thanks,

JordanH

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André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi Jordan,

Have you verified all vouchers of the vendor transactions if the credit was posted on the correct account? It is possible to setup multiple posting profiles. If you do have it and have selected a wrong one, it can use wrong main accounts.

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JordanH 120 on at

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Yes I verified the vouchers, they are posted to the correct account just the debits are occurring multiple times.

There are multiple vouchers for the same debit transaction that when I view the audit trail, are occurring at the exact same time, which makes me wonder if it is done automatically by the system.

It occurs like this when I view the transactions in GL > Main Accounts > Accounts Payable > view Posted

1) -1000 (Payable is credited / created)

2) +1000 (Payable is debited / paid)

3) +1000 (Payable is debited 2nd time)

4) +1000 (Payable is debited 3rd time)

This error has only occurred when the previous person who worked here would post them, so something she was doing was causing this error as I have never had my postings do this. But she never fixed them so now I need to adjust our AP Main account without creating an open vendor invoice.

All 4 transactions have different journal and voucher numbers, the 3 debit transactions all are the exact same transaction, just posted multiple times, the 3 debit transactions also all occur at the exact same time when I view the audit trail.

Not sure what this person did to create multiple debits on 1 payable, I have never had this problem, but now I need to adjust the main account because it has put our accounts payable main account in a debit position which shouldn't happen.

Thanks,

JordanH

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Ludwig Reinhard Microsoft Employee on at

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Hello JordanH,

The issue sounds a bit as if one would make use of the ledger accruals functionality but properly with a incorrectly setup ledger accrual.

Is there any way that you can replicate such transactions in a demo/test environment?

If you have a look at the wrongly posted transactions, can you identify a common pattern/denominator of their characteristics?

Another thing that you could check is whether the vouchers that seem wrong have related vouchers? Simply select the voucher inquiry function and then check if you can see related vouchers by selecting the 'all related vouchers' button.

Best regards,

Ludwig

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JordanH 120 on at

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Hi Ludwig,

I am unable to replicate the transaction. I have tried in our test environment and cannot seem to replicate it.

Upon some more digging I did find in our system a voided cheque around the same time for the same amount, but that does not explain why this amount was debited 3 times. If voided should it not show as...

-1000 (Original entry)

+1000 (Original payment)

-1000 (Voiding original payment)

+1000 (Correcting payment)

But it shows as in my previous comment, 1 credit and 3 debits.

I have no idea how this was done as I have never had this issue when posting the recurring entries every month. Someone else has made this error and when I ask them they don't remember what they did.

Is it imperative to understand how this error was created in order to adjust it out? Or is there a way that I can just create an adjusting entry. I have only worked with AX for 2 months and the only 2 ways I know are through the GL, which is impossible in this situation because our AP account is set to not allow manual entries, or create a new payable to this vendor which would need to stay an open invoice forever just to balance the main account.

Thanks,

JordanH

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Ludwig Reinhard Microsoft Employee on at

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Hello JordanH,

It is not imperative to understand how this error was created to correct it.

It is, however, always good to find the underlying reason in order to ensure that this is not a systematic error that might occur again in the future.

When you post the correction please ensure that you post the transaction with opposite signs to the same accounts and subledgers that have been used in the original (wrong) voucher.

Checking the transaction origin and the posting type of the original posting might help here.

Best regards,

Ludwig

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JordanH 120 on at

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Unfortunately this person did not leave any descriptions on these entries so it is hard to tell what exactly happened. I have verified the accounts and amounts that will fix these transactions. I just don't know how to actually post these.

In this situation, since the account is set to not allow manual entries, is this the only way to post the adjustment entry. Create 2 credit invoices to balance the 2 errors. Wouldn't this method leave 2 open invoices showing on the vendor? Or is there a away in the AP Module to post these adjusting entries without having to create an invoice?

Again, I have only worked with AX for 2 months and am still learning how everything operates and unfortunately at this time have nobody at work to bounce these ideas off of since they are away.

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Ludwig Reinhard Microsoft Employee on at

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Hello JordanH,

No issue. Can you post a screenprint of the wrong vocher that was created?

When making this screenshot please personalize the transaction and posting type fields into the form.

Then save the screenprint as a file and upload it via the 'use rich formatting' form right below the textbox.

In addition, click the transaction origin button from the voucher form and make another screenshot so that we can identify the different ledgers affected.

Many thanks and best regards,

Ludwig

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JordanH 120 on at

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The first image is what appears in the main account, The second image is what appears in the Transaction Origin, it is the exact same for all 3 Debit postings. And the exact reverse for the first Credit transaction. None of these have descriptions which is frustrating for me because the person who did this did not make notes so I am just guessing what they did.

Hope this helps,

JordanH

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Fajar Ari 37 on at

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Hi JordanH,

Have reconcile the AP account and search for which voucher that exist in ledger transaction but not exist in vendor transaction?

Regards

Fajar Ari

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Ludwig Reinhard Microsoft Employee on at

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Good Morning JordanH,

There seem to be four separate vouchers created - the ones ending 62, 69, 70 and 71.

I thought that all is posted in one voucher but this does not matter.

For the first screenshot can you also show us the DR and CR accounts use and also the posting types?

This is because I want to assure that there are no 'strange' postings recorded.

If all vouchers look similar to the one shared and simply DR/CR an account and a vendor, reversing this entry is very easy.

Simply create a similar voucher with opposite signs.

Yet, please ensure that there are no special / additional transactions, such as taxes, fees or alike posted.

Best regards,

Ludwig

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