Microsoft Dynamics GP (Archived)

Paid but origin is still OPEN

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I have recently started using MS GP and just confused with a few things, accounts payable.

A payment was made online and after I post the issue it usually becomes historical but its still open:

how do i make a paid entry from OPEN to HIST even though it is paid. This entry was within our FY

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sandipdjadhav 18,306 on at

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David,

Try to reconcile it from Dynamics GP --> Tools --->> Utilities > Purchasing > Reconcile. Select Outstanding Document Amounts.

It should rectify issue.

Let me know how it goes.

Thanks much.

Sandip

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Community Member on at

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Thanks for the reply,

I followed the steps by nothing has changed. The reconcile screen print is show 0, as in nothing was changed.

I looked deeper into the issue and found that when view the entry and press APPLY it should blank entry. While other HIST entry has the invoice entry when I press APPLY. Could this have some issue towards it?

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Bill Campbell 12 on at

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David it may be that when the Payment was made it was not correctly applied to the invoice.

Look at the original invoice and see what it shows. Then look to see what the Aged Trial Balance shows for the Vendor. If there is an amount shown on the line of the orginal invoice that would indicate that some portion of the payment was not compelted correctly.

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Community Member on at

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Your right but how do i make it HIST.

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Bill Campbell 12 on at

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When you say 'Your right' can you clarify what you mean.

If the Invoice is not fully paid, then the partial amount that is unpaid remains in OPEN while the part that is applied to a specific Payment shows as in History with the Payment.

If it is the Payment that is not fully applied, then the Invoice will move to history, but the unapplied balance on the Payment will remain in OPEN

Hope this helps

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The invoice is paid but says its OPEN and under unapplied amount.

Your right as in: "when the Payment was made it was not correctly applied to the invoice."

But how do I apply the payment to the invoice to make it HIST

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Bill Campbell 12 on at

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Open Purchasing >> Transactions >> Apply Payable Documents

- Enter the Vendor ID, then search for the Document No in the field to the right

- Enter the correct Apply Date in the date field

- Locate the OPEN Invoice in the detail list below

- Click the check box to the left of the correct selection in the detail box

- This should then apply the Unapplied Payment to the balance of the OPEN Invoice.

At that point in time, if all is done correctly, GP Application will move the transactions to HISTORY.

IF THE SYSTEM does not move it to HISTORY, then you have a bigger issue and you will need to get your local support tech to work on the SQL data and determine where the partial documents are located and correct the data in the tables. This is not something that we would be able to do on a forum such as this, but one that is best handled by someone with knowledge and expertise in SQL and the GP database and who understands the relationship between the HISTORY and OPEN tables as well as the APPLY to OPEN tables.

Hope this helps, it may not solve the problem, but it should be enough to get you into the right direction.

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