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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / Invoices & credits...
Finance | Project Operations, Human Resources, ...
Suggested answer

Invoices & credits applied automatically when payment is voided

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Posted on by Carli Jane 5

My team is getting increasingly frustrated with this feature. I've searched the web and scoured the app to find a solution, with no luck. So hoping to find some answers here. These are all purchasing functions, not sales. 

When we void a payment with invoices and credits on it, the invoices & credits are automatically applied internally, and moved to historical. this causes confusion on all ends, as vendors aren't aware these documents were applied and it is not easy to follow for my team, either. 

For example, if we have a payment with 2 invoices for $100 and $50 and 1 credit memo for $100 and the check is voided, the credit and invoice for $100 will be applied internally to net zero and both the credit and invoice will be moved to History. If the check is reprinted, only the $50 invoice will appear on the remittance. 

Due to the volume of transactions we have, it is not a viable solution to turn off the "Automatically Apply Existing Unapplied" feature when building the check batch. 

Any help is appreciated. thank you

Categories:
Microsoft Dynamics GP
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  • Hokuminaria Profile Picture
    Hokuminaria 2,950 on at
    RE: Invoices & credits applied automatically when payment is voided

    Hey Carli,

    I am a little confused with your question. When you say Internally, are you referring to you documenting this outside of GP so your documentation is incorrect outside of GP than what is showing in GP?

    GP does not apply stuff when voiding. It actually does the opposite. it will unapply the documents from the voided document and move them back to open. If stuff is getting applied during the void, then a third party or customization is coming into play as GP doesn't have this functionality when voiding.

    What I think you are trying to say is that when you build the checks, the Automatically Apply Credit documents is marked so it goes and auto applies the Credit Documents before it builds the checks. This would be correct and there is no way to turn this off without modifying the window.

    My assumption is that they void these because they did not unmark the checkbox to auto apply and they didn't want the Credit Auto Applied so it was voided.

    If the problem is your internal documentation of this, you will need to account for this and record internally so GP matches.

    The Automatically Apply Credit only works with the select checks process. This functionality exists nowhere else in GP.

    There is also a feature built into GP where when you void a Payment, it unapplied the Credit Documents as well if they were applied during the check run.

    Void Payables check with credit documents - Dynamics GP | Microsoft Learn

                         If the credit document is partially applied across multiple invoices, only the portion of the credit document that is directly linked to the voided payment will be unapplied.

                         Only credit documents applied to the SAME INVOICE that is also paid by the computer check or manual check will be unapplied. The system won't un-apply all credit documents that were                       automatically applied during the check run process, and have no amount paid by the check that is being voided.

    I hope this helps!

    Thank you!

    Brandon | Microsoft Support Engineer.

  • Suggested answer
    DAnny3211 Profile Picture
    DAnny3211 11,376 on at
    RE: Invoices & credits applied automatically when payment is voided

    hi

    In Dynamics GP, the behavior you are describing is the default behavior when voiding a payment. However, there is an option to change this behavior by turning off the "Automatically Apply Existing Unapplied Documents" option in the Payables Management Setup window.

    To do this, follow these steps:

    Go to Microsoft Dynamics GP > Tools > Setup > Purchasing > Payables.

    In the Payables Management Setup window, click the Options button.

    In the Payables Management Options window, uncheck the "Automatically Apply Existing Unapplied Documents" option.

    Click OK to save the changes.

    After you turn off this option, when you void a payment, the invoices and credits will remain unapplied and will not be moved to history. This will allow you to manually apply the credits and invoices as needed, without causing confusion or difficulty in tracking the transactions.

    Note that if you do turn off this option, you will need to manually apply any unapplied credits or invoices before you can print a new check for the vendor.

    DAniele

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