OLD GP 8? system question - Help deleting duplicate unapplied payments from February 2017

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Hi there! I'm new here on this Support Forum. I started working at a company that currently uses a very old version of GP. I believe we are on version 8.4 or something. Anyway, I have a bunch of payments in their GP system in AR for customers that turned out to be a duplicate entry of those payments. Is there a way to delete these payments from the customers account if they have already made the adjustment to the cash and AR as bank transactions?

So for example, customer A paid 2 payments of $4000 for the invoice that was $8000 and Accounting dept entered 3 different $4000 payments within a few days of the payments because of not reading the deposit dates correctly. Accounting applied 2 of the $4000 payments to the invoice for $8000 so there is just an open payment on their account as a balance. Around the same time Accounting realized back in February that they did enter the payment 3 times, they "fixed" this issue by doing a bank transaction batch to take all of the 3rd payments out of Cash and AR but not against Customer A's Account in the Sales side of GP.

Is there a way I can delete or void these transactions just to get them out of GP without affecting AR or cash at this point? I can only date back to 09/30/17 as that is the month we are still closing today.

I appreciate your help and hope someone remembers this old version.

-Jessica

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L Vail 65,271 on at

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Yes you can.

I'm presuming the cash receipt was deposited and an adjustment has been made to the checkbook register already. Also, I presume the general ledger has been corrected to ignore the 4,000. So, right now your GL and your Receivables trial balance is out of balance.

Here's one option:

Void the cash receipt in the Receivables Posted Transaction Maintenance window. A general ledger entry will be prepared, but it will not post. Delete the unposted entry. To fix the check register, do a deposit to Clear Unused Receipts. Because of the void, you will have a negative valued item listed in the scrolling window. Select that item and post. No change will be made to the GL or the Checkbook register.

Here's another option:

Enter a bogus Debit memo and in your distribution, debit and credit the same account. No net change to the GL. You could also delete the GL transaction created, but then you might need to change your posting options. Open the Apply window and select the unapplied check. That will bring your customer balance down and will not change your checkbook register.

Personally, I like the first option better because it is more reflective of what happened and it doesn't leave a phony document in your system.

Kind regards,

Leslie

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Thank you so much Leslie! This really helped me out! I'm sorry it took me a bit to get back to you. We are still in the process of trying to close out the Sept 2017 books but since my last post its been a bit crazy to say the least. I do have one more question though, I have some voided checks in my Outstanding Transactions Report from my bank rec of what I'm assuming are negative because they were cleared checks but accounting voided the payments months later for who knows why. Is there a way to delete these old items from the Outstanding Transactions Report? I really appreciate your help and expertise with this older version/system. :) Thank you. - Jessica

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L Vail 65,271 on at

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Hi Jessica,

In order to remove them from the report you need to clear them or void them. You could clear them in your next bank rec and then, if necessary, make an adjustment to the checkbook register. Again, you'll need to make sure no undesirable result is posted to the general ledger. Wow, sounds like you have a lot of things to work through - it sounds your company hired the right person when you came on board.

Kind regards,

Leslie

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HI Leslie,

Thank you! I am really trying to do what I can to get things in a workable state here but I have little guidance (with no CFO or controller here) and its definitely not a position I have had prior. I am also trying to do things the correct way so that there is reasonableness to our BS & PL but it is not an easy task as there is about a year at least that things were done incorrectly in every area of accounting except for AP payments so at least that is secure. And although I have used this system before its been years and they have an even older system than my last job had that used Dynamics and we were on version 9.5 or something and that was about 7-8 years ago now. This company has some major red flags and issues that I just cannot fix so I am really doing the best I can in my "staff accountant" position. LOL :) I really really appreciate your help though and if it's ok with you I would love to pick your brain in the future if any other issues arise that I can't figure out. I hope your year is wonderful so far and you have a great weekend. :) - Jessica Askew

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Richard Wheeler 75,850 Moderator on at

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Yes, us old timers are good for something. We have images of GP 7.5, 8, 9 and so on running up here for things like this. Better to make corrections in a test environment before trying them in production. Leslie won't steer you wrong. She is one of the best of the best! Too bad your cannot talk to your GP partner about upgrading. The computers you are running this on must be just as old.

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