Impact of voiding on Purchase, Sales and General Ledger

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Posted on by Barry McGivern

Hi,

We are experiencing some unexpected issues with the voided transations in Dynamics GP at present.

Could anyone point me to a good article describing how the process should work if you use SOP for Sales and Payables for Purchases?

Thanks,

Barry

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MattPaulen 6,912 on at

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This is kind of a loaded question. I'll try and cover everything I can think of.

SOP - Voiding from the Sales Transaction Entry window won't have any impact on the GL since those documents haven't been posted yet. If you needed to void a document with a deposit on it, you'd have to remove the deposit first before voiding. Depending on how you have allocations happening, the items on the order/invoice will be unallocated once voided.

If the document has already been posted, then you would need to void through the Receivables Posted Transaction Maintenance window which would then void the transaction and reverse the GL.

For Payables, if it is a payment and fully applied, it would need to be voided through the Void historical transactions window. Once the payment is voided, it will open up all the invoices that were applied to it. Those invoices could then be voided through the Void Open transactions window. You need to pay particular attention to the dates on these windows because the dates will default to the document date. Alot of the times, those will need to be changed to the current period since you may have already closed the month that those were originally posted in.

Even though there is a void option in the General Ledger, I can honestly say I've never seen it used. You'd be voiding a saved JE that was never posted so there would be no impact on the GL. Typically, if someone creates a JE and they don't want to post it, they'll just delete it. If there's a Journal Entry that's been posted and you need to void it, you'll need to use the Correct button which allows you to pull up the entry and it will back out the entry for you or even back it out and assist you with making a correcting entry by populating the entry screen with what the original transaction was and let you make corrections before posting.

Hope this helps.

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Barry McGivern on at

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Many thanks Matt for taking the time to provide such a detailed answer.

Much appreciated,

Barry

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Victoria Yudin 22,769 on at

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A few things to add to Matt's great writeup:

- If you are using Inventory to tack item quantities, voiding a SOP invoice after it has been posted in Receivables will cause your inventory to be incorrect. It will be reversed in the GL, but not in the inventory subledger.

- Voids in the GL are useful if you have disabled deleting in the GL, which I recommend for most companies. The caveat with this is that most people forget to filter voided GL transactions out of their searches and queries.

Barry - if you are having specific issues, maybe you could explain in a little more detail, so we can give you advice specific to those issues. Because of the nature of Dynamics GP, the same functionality could be used by different companies to accomplish very different end results. This is good in that you often have a lot of flexibility, but bad for questions like yours, as there is not always one answer to a general question.

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