Voiding a Negative Check

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Posted on by WillM

I have a user who entered a voucher that had 2 distribution lines - a large negative amount and a much smaller amount that was positive. After the batch was posted they printed the check.

Somehow the check came out with as transaction type CK with a negative amount (not as a ZC or VC with a zero amount as I would have expected.

Even stranger in the ledger, the check shows up as a positive amount - the sum of the 2 distribution lines as absolute values. Because of this, the check won't void.

When I look in the Batch table I can see that there is no DR amount. I can fix that, but that same batch # in the AP tran table only has one row (for checking account, not the accounts payable account). And nothing gets created in the APDoc table. So it appears to me that mid-way through the release process it's stopping.

I could try and force it by inserting the other rows of data but I'm concerned I'll just make the problem worse. Is there anyway I can fix the vendor payables balance in the system?

Thanks,

Willis

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WillM 45 on at

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RE: Voiding a Negative Check

Elaine - thanks so much for the response.

I was able to fix this yesterday by making the APDoc balance match the APTran balance, as well as changing the balance in the APAdjust table. Once that was done we were able to successfully void the check and then enter adjustments to remove it altogether. The voucher was definitely a problem, but we needed to void the check first in order to be able to address the original transactions that caused this mess.

That vendor record now has a proper balance of zero and the ledger is correct.

Thanks again for the response - it's very appreciated.

Regards,

Willis
Community Member Microsoft Employee on at

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RE: Voiding a Negative Check

Willis,

Typically when a void check fails to release, the problem is with the original check batch.

You might choose to delete the apadjust records for the check and aptrans for the check. You could update the check to type = VC and status to V and update the perclosed value.. Then open the voucher again by updating the docbal/curydocbal/opendoc/perclosed. It sounds like the voucher is the issue -what to do with the voucher. You may instead want to update the voucher to a VT type rather than a VO type. A VT type would be a voucher voided before it is released. Then delete the aptrans for the voucher.

I am making assumptions here based upon what you are reporting.

Now GL will be incorrect so you will likely need to make a GL entry to back out whatever went to GL from these batches.

Lastly, the vendor balance may be incorrect. You can change the balance in Vendor Maintenance and Vendor history in the Vendor History screen while in Initialization mode.
WillM 45 on at

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RE: Voiding a Negative Check

I did a little more research in the tables & saw that part of the problem is that the APTran amount doesn't match the APDoc amount. I can change one or the other, but I want to make sure that I don't make the issue worse. Has anybody had an issue like this before?

Thanks,

Willis