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Microsoft Dynamics GP (Archived)

Duplicate Payment in A/P Module Dynamics GP

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Posted on by Community Member Microsoft Employee

What is the best way to handle a duplicate payment made to a vendor in the A/P module of Dynamics GP?  We inadvertently sent a duplicate manual check to a vendor.  We now need to post the duplicate payment to the paid invoice and an open invoice.  We also have received a refund check from the vendor for the duplicate payment.  We will be posting that in a separate system, and then using an interface, bringing the A/R transaction over to the G/L.  Finally how to clear the overpayment from the A/P module, without the transaction appearing in the bank reconciliation module?

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  • Redbeard Profile Picture
    Redbeard 12,931 on at
    RE: Duplicate Payment in A/P Module Dynamics GP

    You are welcome.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Duplicate Payment in A/P Module Dynamics GP

    Thank you very much for the assistance!  This worked perfectly!

  • Verified answer
    Redbeard Profile Picture
    Redbeard 12,931 on at
    RE: Duplicate Payment in A/P Module Dynamics GP

    Wanda,

    It sounds like this process is pretty far along, and everything is over but the accounting. Since you inadvertently sent multiple checks to the vendor, and you've already received a refund check in return, It stands to reason that you would do something like the following.

    Enter a second invoice in Purchasing > Transactions > Transaction Entry.

    Apply the Manual Payment to the invoice in Purchasing > Transactions > Apply Payables Documents

    Create a customer account for the vendor, if necessary

    Create and Invoice to apply the customer/vendor refund check to.

    What is important is making sure the accounting transactions/posting accounts match up, or you will overstate the Purchases account assigned to this vendor. So, instead of posting to a sales account on the invoice, post the credit to the Purchases account assigned to the Vendor.

    This approach will make sure both payables checks and the deposit for the refund check from the vendor can be reconciled in Bank Reconciliation.

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