Cash Receipts Overpayments

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Posted on by Community Member Microsoft Employee

I'm trying to follow the syggestions at the bottom of this link to handle overpayments in cash receipts.

http://msgroups.net/microsoft.public.greatplains/depositing-overpayments-in-cash/77023

My problem is the overpaymnet line in the distribution window neither pre-populates with an account, nor can I set the type type to be WRITE. The writeoff account is set in Posting Account Setup.

The error given is: This Writeoffs distribution amount is incorrect and will not be posted. Do you want to save with errors?

What am I missing?

thx

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Answers (1)

Victoria Yudin 22,766 on at

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RE: Cash Receipts Overpayments

The short answer is no. :) No transaction in GP will ever check for anything on a class. This is true for customers, vendors, and items.

Here is what I wrote about this in my book, just copying it for ease:

Customer classes in Dynamics GP are optional, but they are recommended as they offer the following three benefits:

Time saved when creating customers: Classes are used as a template for most of the customer settings, so they can offer significant time savings when creating customers in Dynamics GP.

Time saved during customer updates: Changes to a customer class can be rolled down to all customers in that class, which makes changes to groups of customers significantly faster and easier.

Reporting, filtering, and searching: Most reports and searches in Dynamics GP offer an option to filter by customer class. For example, when printing a Receivables Aged Trial Balance, the customer class or a range of classes can be used as a filter.
Community Member Microsoft Employee on at

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RE: Cash Receipts Overpayments

Does the screenshot above (Customer Class Accounts) set the default for the Company? I see a line for Writeoffs and Overpayment Writeoffs, but not for plain Overpayments...? Is there somewhere else I need to set the default account?
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Victoria Yudin 22,766 on at

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RE: Cash Receipts Overpayments

The way it works is this:

If a GP transaction needs the AR account, it first looks at the customer setup for it. If it's there, that is what will be used. If it's not there, it will look at the company posting accounts. So if you only have one AR account for everyone and want to use it for all customers, you can just default it in the company posting accounts and all transactions/customers will use that.

Hope that helps.

And thank you for frequenting my blog - it is definitely appreciated!
Community Member Microsoft Employee on at

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RE: Cash Receipts Overpayments

Here is our Company setup...there are no accounts set up on the Customer.

Are you saying we need to have one on both the Company and Customer...?

Is there a way to put the AR account on all Customers (via SQL, maybe?)?

(And yes...I not only have your blog bookmarked, I have several pages of your blog specifically bookmarked. You've saved my butt on more than one occasion. :)
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Victoria Yudin 22,766 on at

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RE: Cash Receipts Overpayments

Thanks Andrew,

I LOL'ed at the "Long time listener, first time caller" !

I think I know what's going on. If you do not have a default Accounts Receivable account set up for the customer AND you do not have a default company-wise Accounts Receivable account set up under Posting Accounts, then you will see what you're seeing. Is this a new customer that was maybe set up differently than others? Or is it possible this setup changed recently?
Community Member Microsoft Employee on at

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RE: Cash Receipts Overpayments

Thank you, Victoria, for your quick reply! (Long time listener, first time caller :))

The overpayment requires an account. We don't want to use the writeoff account functionality. Accounting swears they've never been asked to enter an account before our upgrade. Technically speaking, I have my doubts as to the reality of whether or not they had to in 2013, but that's just me.

We just need it to sit as a credit on the customer's account...

We've checked and unchecked the Separate Payment Distributions box...but the overpayment still asks for an account.
Victoria Yudin 22,766 on at

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RE: Cash Receipts Overpayments

Hi Andrew,

That does not sound like out of the box GP behavior. How exactly are you entering the payments, what window in GP are you using? Can you please share a screenshot of the transaction you're entering and the message where it's asking you for the account for the overpayment?
Community Member Microsoft Employee on at

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RE: Cash Receipts Overpayments

We just upgraded from GP2013 to GP2018. In 2013 we could just post the overpayment and a credit amount would sit on the customer's ledger(?) until we paid them back or credited the amount to the next payment. In 2018, it is asking for the GL account for the overage. Any way we can get 2018 to work like 2013? Thank you!
Brenda Willey 2,510 on at

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RE: Cash Receipts Overpayments

What if the account number for the write off is different for different situations? Sometimes my client wants to hit different department or division for the write-off.
Victoria Yudin 22,766 on at

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RE: Cash Receipts Overpayments

Geoffrey,

For the overpayment account - that can be set up either:

For each customer (if they need to be different based on customer) - Cards | Sales | Customer | Accounts button - towards the bottom of the list you will see Overpayment Writeoffs.

Globally for the company (if the account is the same, regardless of customer) - GP | Tools | Setup | Posting | Posting Accounts - change the Series to Sales and you will see Overpayment Writeoffs towards the bottom.

If you have the company posting account setup (second option) that will be used unless there is an account set up for a specific customer.

When entering cash receipts, all the accounts should populate automatically, you should not typically need to fill in account numbers there. In a typical scenario, only the Cash and Accounts Receivables accounts should be impacted when a Cash Receipt is entered, even if there is an overpayment. Again, since you cannot write off the overpayment while entering a cash receipt, you should not be entering an account or amount for it at that time. The Write Off Documents routine will handle that at the time it is run.

Hope that helps.