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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Payables Transaction V...
Microsoft Dynamics GP (Archived)

Payables Transaction Voided Incorrectly

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Posted on by Community Member Microsoft Employee

Hi there,

For some reason, when a Payables transaction was voided, it voided the entry incorrectly, which is causing a problem when I'm reconciling the Payables module to the Financial module.

The original entry debited Purchases and credited Cash, but for some reason, when the entry was voided, it debited "PAY" instead of "CASH" and credited Purchases (which was fine). I've tried to debit "CASH" and credit "PAY" to clear this, but I get an error message saying that the entry will not post. You can see the original entry below.

I've also tried to enter an "Invoice" (whereby I debit Purchases and Credit PAY) and a "Return" (whereby I debit "CASH" and credit "PURCHASES"), so that I'll have the desired correction, but the Return does not apply to the invoice, so I'll have an OPEN transaction to be paid, which I don't need paid.

Any help would be appreciated.

Thanks,

Arshad

Void-Error.png

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  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Payables Transaction Voided Incorrectly

    The void dates are all on the same day. Here are the entries which are throwing me off. The last entry is usually a positive, but for some reason it's a negative, and I'm not sure why.

    Posting Date Vendor ID Transaction Source Voucher Number Document Number On Account Amount
    5/13/16 CIOFLE08 PMVVR00000167 VP003070 *16-4467205 -100.64
    5/13/16 CIOFLE08 PMVPY00000773 P0016723 *CASH 100.64
    5/13/16 CIOFLE08 PMTRX00001903 P0016723 CASH -100.64
    5/13/16 CIOFLE08 PMTRX00001903 VP003070 16-4467205 -100.64
  • MattPaulen Profile Picture
    MattPaulen 6,910 on at
    RE: Payables Transaction Voided Incorrectly

    It could be due to void dates being different than posting dates.  Are all the dates within the same month or is a void date in a different month than a posting date?  I'd also double check to make sure there are no open batches sitting in the Financial series that need to be posted.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Payables Transaction Voided Incorrectly

    Hi Matt,

    Silly me! Okay, so I do see everything being 'washed' out, but I'm confused as to why I'm seeing a difference due to this entry on my Historical Aged Trial Balance balance, and the balance on the Purchases module according to the "Reconcile to GL" tool. Any idea?

    Thanks again,

    Arshad

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Payables Transaction Voided Incorrectly

    Hi Sat,

    I'll see if the Separate payment distribution can still be set up - thanks for the suggestion.

    With regards to the SQL query writing, I don't have enough experience doing this (and none with GP's tables), so that's not an option (at least not now). But maybe I'll have to resort to this at the end of it.

    Thanks,

    Arshad

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Payables Transaction Voided Incorrectly

    Hi Matt,

    Thanks for getting back to me so quickly!

    That sounds like it would work. I do see a Voided (HIST *) document type of PMT for the $100.64. I don't however see the option to void the invoice when going to both VOID OPEN Payables Transactions or Historical Transactions.

    Thanks,

    Arshad

  • Suggested answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Payables Transaction Voided Incorrectly

    This is the reason why I always suggest to use the option in your company setup which says "Separate payment distribution". It always distributes and voids correctly. Now coming to issue - You have many choices -  change the distribution from the backend, delete the transaction completely from the backend, again void the transaction and delete the return again from the backend. I do not know which one you prefers but it would involve some SQL query writing and updating statement.

  • MattPaulen Profile Picture
    MattPaulen 6,910 on at
    RE: Payables Transaction Voided Incorrectly

    Hi Arshad,

    It sounds like when the original invoice was created, it was paid off at the same time which would be why the original hit an expense account and a cash account.  

    Typically, in order to be able to void this type of invoice, the payment would have needed to be voided first.  If you pull up the Transactions By Vendor Inquiry window and only search for Historical, do you see a Voided (HIST *) document type of PMT for the $100.64?  That would have a debit to CASH and a credit to PAY.  Then when the invoice is voided, you would see what you see, a debit to PAY and a credit to PURCH, essentially washing everything out.

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