Wrong Sales Apply Document

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Posted on by joseytang

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We had applied Cash Receipt and Applied Sales Document in Dec, 2014. It was posted through to General Ledger already. However, we found out today we have picked to the WRONG Customer ID. How can we un-do (Backout) the transactions (unapplied the Sales Doc) and apply to CORRECT Sales Document and Customer ID?

Please advise

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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You have to Void the payment and re-enter and reapply it. Hopefully the payment hasn't been reconciled in the Bank Reconciliation yet. If it has, you'll have to make an adjustment there as well.

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Justin Thorp 2,265 on at

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To add to what Frank mentions, if the Payment happens to be in HISTORY, you'll need to use the Professional Services Tool Library in order to unapply the document. Then you'll be able to proceed with Franks steps.

Thanks,

Justin

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joseytang 1,800 on at

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If we do not want to use Professional Services Tool to do this history payment, what is the correct step to perform in the front-end side? Reverse Journal Entry, Create a Debit memo, re-create cash receipt and apply the debit memo?

Please advise

Thanks,

Josey

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joseytang 1,800 on at

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Hi Frank,

If the payment is in history, how can we backout this? I know we can void it if the payment is still in Open table.

Please advise

Thanks,

Josey

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Victoria Yudin 22,769 on at

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Since this has already been recorded in a prior year, perhaps the best thing to do is to leave all the existing transactions alone and simply 'move' the customer balances in the current year? By 'move' I mean:

1. Enter a debit memo for the 'wrong' customer (the one that still owes you money). Debit AR and credit a Suspense account.

2. Enter a credit memo for the 'right' customer (the one that actually paid). Debit the same Suspense account as in #1 above and credit AR. Apply this credit memo to the invoice(s) that should have been paid with the original money received.

Nothing needs to be done in Bank Rec and nothing additional should need to be done in the GL.

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joseytang 1,800 on at

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Hi Vitoria,

Thanks. I agree with you, we should do a correction in Sub-ledger (AR) module instead of touching the amount in 2004 balance.

For your instruction # 2 as the above, we couldn't find the invoice to apply anymore since the invoice was fully applied already to the WRONG customer ID. Do you suggest that we should create a manual (AR) invoice? So we can apply the credit memo to the manual invoice?

Another question. After we have done # 1 and 2 steps, all the AR batches will go through to GL side. Do we need to post the batches in GL as well? Since 2004 wrong entry was posted to GL already. Or should we delete the GL batches for the transaction # 1 and 2 (refer to your step # 1 and 2)

Please advise

Thanks,

Josey

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soma 24,410 on at

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Josey,

I have a question.

"we couldn't find the invoice to apply anymore since the invoice was fully applied already to the WRONG customer ID" means have you applied a one customer invoice to another customer Cash Receipt?

I think we cant apply a one customer invoice to another customer Cash Receipt. Please check.

Victoria provide a good suggestion for correcting a wrongly applied invoice. Please follow if you wrongly applied a invoice to wrong cash receipt.

Hope this helps!!!

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Victoria Yudin 22,769 on at

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Josey,

Just like Soma, I am a little confused by what you mean. It sounds like this is quite a mess and you might be better off talking to your GP Partner so they can take a look at the data with you and offer the best possible advice based on that.

Alternately, you can try to give us more detail about what actually happened and we can try to help further.

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soma 24,410 on at

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I am totally agree with Victoria.

Better you can contact your GP partner or please provide more detail about your issue.

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