Vendor PO Invoice Settled with Prepayment Application Voucher - however a Prepayment Voucher was never created for this PO

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Posted on by CandidaTruitt

We have a situation where a vendor invoice shows as closed, with no balance due, and the last settlement voucher is referencing a Prepayment Application Voucher. It was brought to my attention, because our AP department doesn't understand why it is closed and feels it should still be an open vendor invoice.

I can see that the invoice was settled/closed on the same day it was created.

This invoice was entered against a PO and this PO never had a Prepayment created for it.

Also I cannot find any other history of this settlement voucher, unlike when we normally settle prepayment application vouchers against a vendor invoice.

In those cases, the prepayment application voucher can be clearly seen as a separate line in the vendor transactions listing. See the example below. The example shown below is NOT this same vendor invoice, but a different vendor PO/Invoice series to give you an example of what our vendor transactions screen normally looks like when a prepayment application voucher is applied to a vendor invoice.

Since there were no original prepayments created against this PO, I have no idea how this vendor invoice could have ever been settled by applying a prepayment voucher.

I am able to go into Closed Transaction Editing and reverse the settlement. However, I do not know what I could be missing to figure out how this happened in the first place.

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Ludwig Reinhard Microsoft Employee on at

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Hi,

Have you tried using the payment history tab on the vendor account? (vendor account-invoice tab -related information - payment history). This form should show you how the settlement was made.

Best regards,

Ludwig

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CandidaTruitt 10 on at

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Thank you, Ludwig.

I have not used this screen before. When I open the form, it appears to show check paid to the vendor in date order. Since this invoice was not paid on a check, I used the Search by box to look for the vendor invoice #.

So, there doesn't seem to be a record in here as to this vendor invoice. Should I be using this a different way?

While on this vendor account, I thought I'd look around in that same area and opened the Invoice history and matching details. Here I can clearly see that this invoice had a prepayment applied.

The odd thing is that I simply cannot see anywhere that there was ever a prepayment entered for this purchase order. As you can see in the screen shot below, the only invoice for this purchase order is the one that was entered and somehow mysteriously settled.

I've also checked in the General Ledger Voucher transactions inquiry and reviewed all Prepayments created in AX (there are only around 200 vendor prepayments we've ever processed) I cannot see any for the dollar amount in question.

Any ideas on how can it be possible to apply a prepayment to a vendor invoice, when the prepayment was never processed for that specific PO and does not show up in the GL Vouchers?

Thanks so much!

Candi

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Ludwig Reinhard Microsoft Employee on at

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Hi Candi,

Can you try doing the following:

1. In your invoice journal open the print/preview button and reprint a copy of the invoice to double check whether a prepayment was applied

2. In the GL voucher transactions form, search for the amount of the prepayment

3. In the payment histroy form, simply change the period filter. This form should show you all the payments made to a vendor and the invoices that have been settled with the payment. It doesn't matter if you made a check payment or - as in my case - an electronic payment.

Best regards,

Ludwig

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CandidaTruitt 10 on at

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Ludwig,

1. The copy of the invoice is below. Doesn't show a prepayment applied. I suspect this was done after the invoice was entered, because I can see the invoice was entered by one individual and the prepayment was applied by a different individual. Problem is that the individual who the system says applied the prepayment has no recollection as to what they might have done that caused this.

2. When I open the GL Voucher transactions form, showing all prepayment vouchers (prefix PPV), and I search on the amount in question, the grid is empty.

3. I changed the payment history form to all payments, I still only see checks that were cut. Now, I suppose that makes since, because we do not pay a vendor any other way (no EFT). There is no payment activity for this vendor on 1/3/18, which is the date Invoice #60088724 was settled with the prepayment application and closed.

Another interesting thing...

I checked all of the General ledger vouchers for the Prepayment Vouchers and the numbering system (which is always automatically assigned for us), shows me that they are all accounted form. There are no numbers missing.

However, when I check the General ledger vouchers for the Prepayment Application Vouchers, the numbering system (also always automatically assigned for us), shows me that there are several numbers missing in the sequencing. The prepayment application voucher I'm looking for (PPAV000181) is one of those missing. But it's only one of several. Out of 191 prepayment application voucher numbers assigned, we have 6 missing. 4 missing in the period March 2015 and now 2 missing in the period January 2018 (which is where PPAV000181 should be). This makes me think it's definitely user related. However, if I can't figure out what they did, I can't help them not do to it again.

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ERP Doctor 42 on at

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Hi Ludwig,

I am also facing the same problem for my one Purchase Order. We never created any prepayment nor settled the one. But automatically Invoice of Purchase Order is settled with a PPAV while it was posted.

Any possible help ?

I have seen Payment History, etc, not found anything !

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Ludwig Reinhard Microsoft Employee on at

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Hello Abbas,

This is a very old post.

Can you possibly create a new one and provide some additional details on your system version and the exact problem you face?

Many thanks and best regards,

Ludwig

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fadooodaf 47 on at

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Hi, is this issues resolved? we face issues of apply prepayment from vendor screen, no voucher generated in GL entry ..

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SouravDam 11,730 on at

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Hi fadooodaf,

I think I have replied you on this in a new thread which you created in this forum as below.

https://community.dynamics.com/ax/f/microsoft-dynamics-ax-forum/365690/apply-prepayment-from-vendor-ap-no-voucher-generated

Kindly follow one thread.

Best regards,
Sourav Dam

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