Voided Cash Receipt Showing Open*

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Posted on by Jim Lines

Hi,
A user voided a RM cash receipt and has attempted to re-enter using the same check number. Upon getting an error that it's already been used, I did an inquiry on the customer and see that the transaction is voided, but it's has an open status (see screen shot). I'm thinking this is why the check # cannot be re-used. Shouldn't a void go to history? How can I make it go there? Thanks in advance!

Jim

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Mahmoud Saadi 32,738 on at

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RE: Voided Cash Receipt Showing Open*

To be honest, It is a great control applied the system.
Jim Lines 4 on at

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RE: Voided Cash Receipt Showing Open*

Mahmoud! You've saved the day once again! I pulled that record from RM00401 and was able to re-use that check number. Strange that it retains that check number even after the void and move to history.

Thanks again!

Jim
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Mahmoud Saadi 32,738 on at

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RE: Voided Cash Receipt Showing Open*

Okay Jim

I have always taken this for granted, that check numbers are allowed in modules other than Payables. I have read this once in the help file as I am definitely sure about.

Following up with your case, I can assure you 100% that the system will not allow a duplicate check number per customer. After you enter the check number on the cash receipt, when you leave the field the system will immediately run the following check to ensure that no duplicate check numbers exist for this specific customer

exec TWO.dbo.zDP_RM00401SS_2 'customer number','check number'

--- This means, the system will check the RM Key file for any duplicate numbers.

-- The stored procedure above is defined as shown below, a simple select statement on the RM00401 which contains all document numbers for all customers. In case one record is retrieved, the error message will pop up

SELECT TOP 1
            DOCNUMBR ,
            RMDTYPAL ,
            DCSTATUS ,
            BCHSOURC ,
            TRXSORCE ,
            CUSTNMBR ,
            CHEKNMBR ,
            DOCDATE ,
            NEGQTYSOPINV ,
            DEX_ROW_ID
    FROM    .RM00401
    WHERE   CUSTNMBR = @CUSTNMBR
            AND CHEKNMBR = @CHEKNMBR
    ORDER BY CUSTNMBR ASC ,
            CHEKNMBR ASC ,
            DEX_ROW_ID ASC

In this essence, no matter what the status of your document is (work, open or history), either voided or not. The system will not allow such a duplicate number. I have just tested this on GP 2013, 2010 ... I am quite sure it's been there for a long time.

I guess I shall thank you for this one, it's the biggest mistake of all to take things for granted :)

Let me know if you have any further inquiries,
Jim Lines 4 on at

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RE: Voided Cash Receipt Showing Open*

The message is "This check has been entered for this customer already." This happens when the Cash Receipts Entry screen when typing into the "Check/Card Number" field. It would be easier to enter a variation of the check number but accounting wants to make it right and I'm also curious. Thanks.

Jim
Mahmoud Saadi 32,738 on at

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RE: Voided Cash Receipt Showing Open*

Sorry !! It seems I have forgotten that this case is about receivable. Definitely, this option is related to the payable module only as other modules should allow duplicate check numbers !

What is the error message that they receive when using the same check number ?
Jim Lines 4 on at

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RE: Voided Cash Receipt Showing Open*

Mahmoud,

I thought that only related to AP checks that our company would cut. Does it also apply to AR checks received?

Jim
Mahmoud Saadi 32,738 on at

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RE: Voided Cash Receipt Showing Open*

Jim

On the checkbook maintenance, there is an option to allow duplicate check numbers .. have you checked that ?

Is this your case ?
Jim Lines 4 on at

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RE: Voided Cash Receipt Showing Open*

Update - the user is stating that they still cannot use the check number even after the void is moved to history. Is this by design? I would think not.
Jim Lines 4 on at

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RE: Voided Cash Receipt Showing Open*

Mahmoud,

Thank you. I had forgotten about that routine as it's been so long since I've last used it. It took care of the problem and moved the void into a HIST status.

Thanks!

Jim
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soma 24,410 on at

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RE: Voided Cash Receipt Showing Open*

The Paid Transaction Removal in Sales Routines will remove the paid transactions (fully applied documents) and completed (Void) transactions from open status to history.

Don't forget to mark the Void Check box while you process the Paid Transaction Removal.