Deleted purchase invoice still appears on vender ledger

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Posted on by INITMAN

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Hello

I have deleted a purchase invoice for a supplier.

I did this by opening the invoice by VENDOR - LEDGER ENTRIES I then opened the posted purchase invoice and deleted it (using the bin icon)

The invoice still appears in the vendor ledger and is included in the vendor balance. I can no longer drill down into the invoice though.

The deleted invoice does not appear on the posted purchase invoice page.

Can anyone help please.

Thanks

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Gavin 2,502 on at

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RE: Deleted purchase invoice still appears on vender ledger

Hi,

By deleting the Posted Purchase invoice this has only deleted the posted purchase invoice document. It won't have deleted the "Vendor Ledger Entry" or the "General Ledger Entries" or any other entries the posting created.

If you wanted to reverse the entries you should have used the "Correct" function on the posted purchase invoice:

If you wish to reverse the invoice now you'll have to create a manual credit note either via a document (i.e. Purchase Credit Memo page) or a journal (i.e. a Purchase Journal or perhaps a General Journal). You can then apply the credit to the invoice.

I hope this helps.

Thanks

Gavin

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INITMAN 100 on at

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RE: Deleted purchase invoice still appears on vender ledger

Hi Gavin

Thanks for the answer and explanation.

I come from a Sage, Xero, Quickbooks background where deleting the document also deletes the ledger entries.

I will raise a credit note as suggested.

Thanks again.

Saleem

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INITMAN 100 on at

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RE: Deleted purchase invoice still appears on vender ledger

Hi Gavin

I thought just came to regarding the deleted document.

Is there any benefit / practical use to delete the document without affecting the vendor ledger entries?

I can't seem to think of any.

Thanks

Saleem

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Gavin 2,502 on at

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RE: Deleted purchase invoice still appears on vender ledger

Hi Saleem,

I agree I also can't think of a reason you'd want to delete the posted purchase invoice or why this is even an option.

Not sure if anyone else who comes across this thread can advise.

Thanks
Gavin

P.S. You can prevent this via the purchase setup page. Just change the date on the field below:

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Suggested answer

David Singleton 325 on at

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RE: Deleted purchase invoice still appears on vender ledger

The posted purchase invoice serves only two purposes:

1/ is to have something to print from.

2/ is to slow down order processing. So once the invoice is printed it serves absolutely no other purpose unless you just want posting to go slower so why not just delete it.

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Samantha73 3,197 on at

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RE: Deleted purchase invoice still appears on vender ledger

on point no 2..

It's hard to quantify this slowdown unless you do a proper load test - so until someone comes up with the stats I'd keep posted docs plus most ERP systems keep posted docs so why not BC? Second posted documents preserve a certain view of the original document which is user-friendly and easy to understand by the end-user. Ledger entries are just that. How you look at data is as important as data

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INITMAN 100 on at

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RE: Deleted purchase invoice still appears on vender ledger

There may be a potential problem with deleting posted sales invoices/purchase invoices leaving only the ledger entries.

If HMRC ( UK ) decided to conduct a compliance visit, there would be no source documents (unless PDF versions or other electronic copies exist) to compare to the ledger entries in BC.

I am new to BC ( Student ), so I assume that this is the case.

I have looked at the VAT entries page, and this does show the net sales and the VAT element of the invoice. However, this does not show the VAT breakdown as businesses issue VAT invoices with mixed VAT rates, e.g., zero-rated and standard-rated sales on one invoice on occasion.

It is possible that without source documents, HMRC would consider this a deliberate error on the VAT return.

However, someone looking at this thread may advise me on a report that would show the different elements of VAT on a sales/purchase invoice that has been deleted.

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