Void a historical purchasing invoice but keep payment open

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Posted on by Michelle von Heideken

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Is there a way to void a historical purchasing invoice but leave the payment (that has already been applied) open? An invoice was cancelled by a vendor, but the payment needs to be left on the books to apply to the new, upcoming invoice. Would be nice to just void the invoice instead of having to void both payment and invoice and then having to re-enter a manual payment.

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MichaelC 1,763 on at

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As far as I know there is not an AR Un-apply function (or utility) for AP for posted transactions. Thais IS different than AR.

I have seen this situation before. Look at the following thread:

community.dynamics.com/.../28942.aspx

Hope this helps!

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Mahmoud Saadi 32,738 on at

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In case you want to void the original invoice, you will have to void the payment first which will result with having the invoice in the open status again.

There is no way to unapply the payment without having voiding it.

Your feedback is highly appreciated,

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Ian Grieve 22,784 on at

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Void Historical only allows you to void payments and credits; not the original invoices. To void the invoice you would need to void the payment in Void Historical Transactions and then void the invoice in Void Open transactions.

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Heather Roggeveen 9,150 on at

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Hmm - from an Accounting perspective (certainly in NZ law) - cancelling an invoice that has been issued is not allowed - the supplier would need to issue a credit note. Therefore, you would process the credit note to take up against a later invoice.

Just in case others look for answers in this post, the reason you can't void an invoice that has been paid is because someone "signed a check" to pay that invoice - if we could simply void the invoice, it does open options for fraudulent activity - yes it could be tracked, but let's not make these things too easy!

If I was processing this situation, I would be insisting that the supplier send me a credit note or refund the payment instead. Even if they didn't, process it as a credit memo instead - it gives you a better audit trail.

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Victoria Yudin 22,769 on at

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I agree with Heather 100%. While the lack of unapply in the Payables module seems a little restrictive sometimes, in this particular case, where there was already a legitimate invoice and a payment against it, entering a credit memo seems to be a better course of action.

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zulfi721 on at

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I would also go for the solution recomended by Heather

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Michelle von Heideken 295 on at

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Thanks! Yes, it was strange to have this French certification company send me a notification that the original invoice was cancelled:

--------------

Dear Member,

This invoice has been cancelled.

A new invoice will be sent in January 2015, as soon as your new labels are

reviewed.

--------------

The payment was issued as a wire transfer and left our bank immediately. Just wondered if the payment could be left open to apply to the new invoice, but I guess it's a better audit trail as you stated to just have them issue a credit memo. Thanks!

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Michelle von Heideken 295 on at

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It wasn't an legitimate invoice apparently and they have stated they will "re-issue"--it's a French company and they have never done this before. Strange.

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