payables transaction inquiry by vendor still open

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Hi i just started at a new company and they use GP 2013. This is the first time i have managed this system but have used other finance apps in the past.

We have an old invoice that is still showing "open" in the payables transaction inquiry - vendor screen. Its a big invoice and only part of the total amount is unapplied. in the GL i can see the entry so this open item should be moved to histroy. How do i fix this open item that is stuck?

Sorry if i didnt provide enough information let me know if you need anything further to help me out. I tried googling the issue but didnt seem to run into anything that fit my situation.

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Justin Thorp 2,265 on at

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Hi,

In GP, in Payables, a transaction only goes to history once it's fully applied (or voided).

Since you mention there is an amount remaining on this invoice, the correct status of this invoice is OPEN.

What is the intention regarding the remaining amount on the invoice? Is it to be paid off? Written off? Is there another Credit Document that ought to be applied to it?

Thanks,

Justin

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drummerboy_10 on at

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Hi -

I didn't see Justin's response before I posted mine, but he is correct.

--Sean

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Romryan on at

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tdresner,

As Justine has said the only way a payable invoice will go to history is if the payment perfectly consumes the invoice to the cent.If you received an invoice of lets say 1000.01 dollars and then you make a payment of 1000 dollars,the 0.01 dollar is perceived as an outstanding amount and since the invoice is not fully covered it will remain open.If the invoice from supplier had an overcharge you need to do a credit note to counter the excess amount and then apply/match/allocate the credit note to the said invoice and it will go to history.

I hope this helps!!!!

Please mark as verified if this helps you

RomRyan

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Community Member on at

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This issue is that the remaining balance to be paid has been allocated in the GL. GP seems to think there is a renaming balance but there is an entry in the GL for this balance; the remaining value should be zero. how do i link the gl entry to this unapplied amount so it thinks it is fully paid.

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Community Member on at

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You cannot link the direct GL entry to the Invoice. Instead, you can add a note on Invoice saying this is the GL will be matched too. You have to write off the balance amount on the Invoice to move into History.

Someone, correct me If I am wrong.

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drummerboy_10 on at

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If the remaining balance was entered in the GL and didn't come through the payables module then logically, the GL is more than AP at the moment. So you could do one of two things:

1. Back out the GL entry and enter the remaining amount of the invoice in AP and let it flow through the system to the GL.

OR

2. Enter a payment for the outstanding balance, apply it to the invoice and then stop the payment at the GL and delete the batch in Financial. This will get GL and AP to balance.

#2 is going to cause you to shut off Posting Through the GL for Payment Trx Entry in posting setup so when you post the batch in Payables it will create the batch in Financial to be deleted. This is a bit more complex than backing out the GL entry and entering the payment in AP and letting it flow naturally.

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Justin Thorp 2,265 on at

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I vote for Sean's option 1.

Option 2 doesn't take into account the Bank Reconciliation Module.

Thanks,

Justin

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Heather Roggeveen 9,146 on at

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I also vote for Sean's option 1.

Just thought I would add a bit of detail for you since you noted you are new to supporting GP (and this may also help others).

Some systems allow you to process "sub-ledger" journals - GP does not. If something needs to impact Accounts Payable, the transaction needs to begin in AP and post to the GL. GL is always the end repository.

Same applies for all other sub-ledgers in the system.

You can aid users to learn this by turning off the facility to post a journal to a control account. On the GL Card, Cards --> Financial --> Account, unmark the "allow account entry" checkbox.

One other thing to note - sometimes data issues happen where the transaction did start in AP, but the apply record just hasn't updated correctly. So you always need to ensure that the GL side that you are seeing did in fact start in the GL. The source document on the Journal Enquiry will tell you that. If it says GJ, then yes, it was processed in the GL, if it says PMxxx then it started in Accounts Payable.

Cheers

Heather

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Community Member on at

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OK i talked to the accounting department today and have a slightly different picture.

They posted a batch; during the posting process it was interrupted.

There is now a GL entry for the batch that credits accounts payable and debits purchases.

When they open the "Apply paybles documents" module and open the document there are no items to apply. according to accounting the invoice posting was interrupted and apparently made the entry to the gl but never finished process and making the entries to allow them to apply to a payable document.

what i translated that to is they have an invoice that doesnt show up in order to apply it to the entry made to the gl due to some sort of system bug during the posting process. they can see entries for the invoice in the GL. they are afraid to reverse entries in th GL for fear it was also written to other tables.

i hope that makes since to someone im still trying to figure things out. what can i do to fix this issue or fix the errored post of the missing invoice?

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drummerboy_10 on at

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Alfred -

Thank you for the additional clarification. Let me see if I can make sense of this:

So Accounting created a batch of AP invoices and posted them, during which time the posting process got interrupted which should have caused the batch to go into Batch Recovery. Somehow a batch got created in GL and was subsequently posted which now makes the GL still more than AP and now Accounting cannot find the invoice to apply a payment to.

A couple of things to check:

1. Is the Batch still in Batch Recovery? (Microsoft Dynamics GP >> Tools >> Routines >> Batch Recovery)

2. In Posting Setup (Microsoft Dynamics GP >> Tools >> Posting >> Posting) for the Purchasing series, origin of Payables Transaction Entry, are items set to Post TO the General Ledger or Post THROUGH the General Ledger?

What it sounds like to me is your posting setup is set to Post TO the GL which would explain why the batch in GL got created (albeit haven't heard of this happening before) and the AP batch could be still in Batch Recovery.

If you can let us know the status of this, we should be able to help you fix this problem.

--Sean

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