Moving Cash Receipts from One Checkbook to Another

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Hello:

Someone in our A/R department accidentally posted receivables cash receipts for December and January to one checkbook ID, when they should have posted them to a different checkbook ID.

As far as A/R is concerned, these receipts have been posted and applied to customer invoices (balances), though they have not been moved to history.

On the Bank Reconciliation side of things, these checks are "waiting" to be deposited into the wrong checkbook ID. Of course, we could use the "Clear Unused Receipts" deposit type to remove these receipts from the Bank Reconciliation module, so that the checkbook balance of the wrong checkbook ID is not updated by these receipts in a deposit.

But, that does not fix the overall issue of receipts having been posted and applied to the wrong checkbook ID.

Aside from restoring a backup and aside from voiding these cash receipts and inputting them to the correct checkbook ID, is there some means through the database tables or some "tool" to move the receipts from one checkbook ID to another?

Thanks!

John

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MattPaulen 6,912 on at

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There isn't any automated solution that I'm aware of. Anything regarding a checkbook tends to effect several tables so it wouldn't be a simple sql fix. The easiest solution would be to void and and re-enter with the correct checkbook selected. Is there any specific reason you are against voiding them?

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Hi Matt:

Thanks, for the response. There's two months of data that would need to be voided. It would be a lot of work for someone.

John

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MattPaulen 6,912 on at

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Understood. I've dealt with similar situations in the past where hundreds of documents needed to be voided. In those situations I used a macro to void them all. Then used Integration Manager to import the documents back in with the correct info. Not sure if that is an option for you. There's a really good blog regarding macros with mail merge here: blogs.msdn.com/.../how-to-use-word-mail-merge-and-macros-to-import-data.aspx

Correcting through bank rec is of course an option but then the AR module would always maintain that incorrect checkbook. Updating the tables through SQL is doable but I'd highly suggest testing in a test company/environment first with running checklinks after the fact to make sure it doesn't try and change anything back. There would be a couple of RM tables along with a couple of CM tables that would need to be updated.

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Mahmoud Saadi 32,738 on at

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Hello Jon

It is such a painful task that I would never consider doing through the traditional supported method "void and correct". I would definitely consider an unsupported solution, by updated the associated SQL tables.

Here is my test scenario, in a standard Fabrikam environment, GP2015 R2

I have entered the following:

1- Transaction entry "Invoice" for Customer X

2- Cash Receipt from Customer X on Checkbook A

The above have been applied, and posted affecting the general ledger. Additionally, a deposit is still pending and not posted nor cleared yet.

Let's suppose that the cash receipt above should have been posted to Checkbook B, instead of A. I have done the following steps to get things corrected:

Unapply the cash receipt from the sales invoice (You can still do this, since in AR transactions are not automatically moved to history)

Update the tables, [CM20100], [CM20300] and [RM20101] considering the following:
              [CM20100] CHEKBKID field (change it to include the new checkbook ID), filter by CMTrxNum
              [CM20300] CHEKBKID field (change it to include the new checkbook ID) filter by RCPTNMBR
              [RM20101] [MSCSCHID] field (change it to include the new checkbook ID) filter by DOCNUMBR

Go to the Bank Deposit window, and fill in the new checkbook id, choose "Deposits with receipts" to retrieve all the cash receipts. Post them to update the new checkbook ID with the correct balance

In case the GL journals of the original cash receipts are posted, you need to update GL20000 by changing the ACTINDX field (it should include the ACTINDX associated with the new checkbook ID)

Reconcile General Ledger to update the GL summary tables

As a final quality check, make sure that the checkbook balance is correct (GL matches the Bank Reconciliation balance) either form the checkbook balance inquiry window, or the Reconcile To GL utility

If you need to proceed with this solution, make sure to test it on test environment initially since I have tested on a limited sample data. Back up is a must before

Your feedback is highly appreciated,

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Community Member on at

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Thanks, All!

John

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Tammy Chavez 820 on at

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Is there any way to MASS UNAPPLY Cash Receipts from Sales Documents? I have 1554 cash receipts to unapply.

Thank you,

Tammy

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