Deleted cash receipt with documents still applied

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I was attempting to apply a customer payment in the cash receipts module (a check), and kept getting an error that there was something wrong with the account distribution. The accounts were correct and balanced, so I was not sure why this error was popping up and decided to delete the payment and start over.

So at this point, I had entered the customer payment information, applied the documents they were paying, and was back to the cash receipts window where I deleted (instead of saving) the payment from this window. The problem is all of the invoices I was applying with that payment are showing as applied, but the payment from which they were applied "does not exist" when I try to find it, so there is nothing to post to GL or to deposit to the bank.

I tried to reconcile outstanding document amounts for the customer hoping that would unapply the deleted payment, but it did nothing.

Is there a way to unapply the applied documents? Or is there a better way to rectify this issue?

Thanks for your time!

-Dawn

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Mahmoud Saadi 32,738 on at

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RE: Deleted cash receipt with documents still applied

You may use the RM Unapply with the PSTL

Your feedback is highly appreciated,

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soma 24,410 on at

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RE: Deleted cash receipt with documents still applied

If we delete the cash receipt instead of saving, the applied documents for this cash receipt will be moved to unapplied status. But, your case is strange situation.

Try to run Check Links for Sale module with Receivable Open Transactions File.

Note: Make sure you have a latest backup for your company database.

Hope this helps!!!

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Tim W 2,925 on at

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RE: Deleted cash receipt with documents still applied

I see this exact situation from time to time, in fact I'm going to add your very detail 'how it happened' to my forensics notes for the next time I see this. I have to fix this from the SQL side as I have found check links will not resolve apply issues. The Un-apply professional tool mentioned has a specific task (move historical AR records back to the open tables) and will not help you here.

GP allows an apply to posted documents with an un-posted payment (as you have done) but does not always clean up the apply when a delete of an un-posted document is done. Just how it (does not always) works.

Your invoices which are sitting in the RM20101 table have two fields of note Original Transaction Amount (ORTRXAMT) which is the document total and Current Transaction Amount (CURTRXAM) which is the current amount un-applied. If you query your invoices more than likely the CURTRXAM will be zero (0.00) as GP assumes these records have been applied to, when you deleted the payment this update was not 'undone' by the business logic.

Assuming your phantom payment was the only thing to be applied to these invoices and you have nothing else applied then it's a SQL update statement such as

update RM20101 set CURTRXAM = ORTRXAMT where docnumbr = <your invoice number> (and before the boo birds reading this call me on this) you might want to limit by the document type also in your where clause (RMDTYPAL = 1) but probably you don't have too.

First do a select

select * from RM20101 where docnumbr = <your invoice number>

assure yourself you have one row, then do the update

update RM20101 set CURTRXAM = ORTRXAMT where docnumbr = <your invoice number>

ping me back if you need more detailed help on this.

Best

Tim

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Jonathan Fear on at

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RE: Deleted cash receipt with documents still applied

Any update on the resolution? This is a post that is getting a large number of views so we would like to get a confirmed resolution.

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Community Member on at

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RE: Deleted cash receipt with documents still applied

I apologize on the delay in my response. I still do not have this issue resolved. I do not have access to SQL. Is there any suggestions on what can be done directly through GP?

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soma 24,410 on at

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RE: Deleted cash receipt with documents still applied

Have you tried to run Check Links for Sale module with Receivable Open Transactions File?

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Community Member on at

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RE: Deleted cash receipt with documents still applied

I have not. Can you tell me where that module is located? I'm still new at this system, and can't seem to find it. Thanks again for your help!

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Community Member on at

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RE: Deleted cash receipt with documents still applied

I found it. Running it now. Will let you know how it goes.

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Community Member on at

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RE: Deleted cash receipt with documents still applied

Worked perfectly, all of the invoices from the deleted payment are showing as open and unapplied. Thank you so much for your help!

For those who are curious, I found "check links" by going to file>Maintenance>Check Links.

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soma 24,410 on at

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RE: Deleted cash receipt with documents still applied

You are welcome Mr.Chris.

Good Luck:)

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