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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Open a Closed Purchase...
Microsoft Dynamics GP (Archived)

Open a Closed Purchase Order`

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Posted on by Bill Campbell 12

I have tried to re-open a Purchase Order and followed what was outlined in 

https://community.dynamics.com/gp/f/32/t/21220

However, when I reconcile the Purchase Order Documents as noted in the case, I get the status returned back to 5 = Closed.

I have found that there is an additional reference in the POP10600 table that shows the two line items with the Invoice (voided) and the Shipment (as entered).

Wondering if those two lines are what I need to remove to allow the Reconcile of the PO document to release the PO so I can re-enter the Invoice.

****
Background - the client entered the Invoice with the incorrect date - posted. Found the error and then went and VOIDED the Invoice in the system.  It did not put the Invoice back in a state to edit - it now shows in the INQUIRY as HIST* and if you try to zoom the message states you can not zoom as the document has been removed from the PO History.

****

 Request - I need to re-enter the INVOICE with the correct date and match it to the SHIPMENT in order to close the PO correctly.

Suggestions?

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  • Bill Campbell Profile Picture
    Bill Campbell 12 on at

    Update

    POP Void Open Transaction is the only place that this INVOICE appears and it allows us to void correctly - we think

    However, when we do this the user expectation is that the SHIPMENT becomes available to MATCH to the correctly re-entered INVOICE

    Situation

    When we do the VOID it flags the invoice as VOIDED but leaves the PO and the assoicated ITEMS showing with a STATUS of CLOSED.  When a PO has a status of closed we can not receive against the PO.

    Now we have a PO that has received SHIPMENT and a VOIDED INVOICE and we can no reenter a new invoice

    What we have tried

    According to the first post (shown above) the recommendation was to edit the POP10100 and the POP10110 table - and in each change the STATUS of the PO (10100) and each of the line items (10110) from 5 - Closed to 4 - Received.  Then as per the document we ran a reconcile of Purchase Order Documents, and the system promptly CLOSED the PO and the LINES - reset the 10100 and 10110 back to 5.

    We then decided that since the system found a match in the POP10600 matching the INVOICE to the SHIPMENT that we would remove this line.  We did this and fix of the 10100 and 10110 and did the reconcile and NO LUCK.  However, this time, the 10600 was not properly restored and the INVOICE (voided) was not matched to the SHIPMENT

    HELP

    Now we are not sure where to go from here.  We can void the INVOICE and we can enter a new INVOICE into the system for the VENDOR and they get paid, but the INVOICE at this point will not link back to the PO.  

    I hope this is not how the application was intended to function, if so, that is a problem.

    What have we got wrong here.

  • Bill Campbell Profile Picture
    Bill Campbell 12 on at

    Anyone have anything to say?  Microsoft any help please.

  • Belinda Allen Profile Picture
    Belinda Allen 2,652 on at

    Hi Bill,

    Purchase Order talks to Payables Management but Payables Management does not talk to Purchase Order. Rather than void the invoice you should have entered an “Inventory Return with Credit.”

     

    Check out my two part blog series on this topic:

    Use Microsoft Dynamics GP Inventory Returns Part 1

    Use Microsoft Dynamics GP Inventory Returns Part 2

    Belinda

  • Bill Campbell Profile Picture
    Bill Campbell 12 on at

    Belinda, thanks for the post - that answers most of the problem.  But to clarify one more thing.

    Once we have recorded and posted the INVOICE in the Enter Match screen - that Invoice is now part of the Payables and not part of Purchasing - Correct?

    I understand the Return if we are returning the goods.  But in our case the user made an error by entering the date of the invoice as 3 months ago and not current month.

    So, in this case, the inventory items, dollars are all right - what do you do in this case?

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