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2 times Entry in Account Payable for same item

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Posted on by Shabir Ahmad

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Dear Experts,

Please tell me, one of our finance dept person entered 2 times entry against a vendor. In account payable invoice journal he entered amount 200 taking offset account type vendor and then offset account number. Again he went to GL General journal he entered amount 200 taking offset account type ledger. When I asked him, why to enter a two-time entry, he told me that I paid 200 amount from petty cash. How it is possible?? Posting profiles are already there to do so.

Thanks and Regards,

Shabir Ahmad

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Ludwig Reinhard Microsoft Employee on at

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Hi Shabir Ahmad,

Is that the same invoice that was entered twice?

For the first transaction entered, can you let us know what the vendor and the offset vendor accounts were? It might be the case that you have a dummy vendor representing petty cash that is posted in the first step and then in the second step against a ledger (expense) account. In this case, everything would be ok.

Without additional information it is, however, not possible to give you a clear and straightforward answer about this posting process.

Maybe ask your accountant again about details.

Best regards,

Ludwig

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MM-20051452-0 on at

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Hi Shabir,

Please share with us additional details on how the transactions were and posted and the voucher impact. So we can understand what is the request here.

Please consider to remove any confidential information while sharing.

Regards,

Momen

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MM-20051452-0 on at

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Hi Shabir,

Can you share with us the requested info?

Regards,

Momen

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Ludwig Reinhard Microsoft Employee on at

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Good Morning Shabir Ahmad,

Have you been able to get this issue resolved in the meantime?

Please let us know if some additional help is needed from the community.

Many thanks and best regards,

Ludwig

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Shabir Ahmad 3,110 on at

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Good Morning Dr. Ludwig Reinhard,

First of all sorry for late reply since last 4 days i was not feeling well to reply and i commit a mistake in the post as well but right now i edited it and correct it. First, he entered 200 amount in invoice journal in Account payable module then he entered 200 amount from GL module General journal and taking offset account as a ledger and same account number saying that this amount will be given from petty cash. still No solution.

Thanks and Regards,

Shabir Ahmad

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SouravDam 11,730 on at

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Hello Shabir Ahmad,

Let's draft the transactions as below. Please go through it and confirm if this is what may happened.

Vendor invoice journal: -

Vendor - DR 200.00
Vendor Clearing Account - CR 200.00

General journal: -

Vendor Clearing Account - DR 200.00
Petty Cash - CR 200.00

If this is the case; then I don't see any mistake here.

Now; please draft the exact transactions as posted in your system so that it will be easy to understand the actual impact.

Waiting for your response...

Best regards,
Sourav Dam

Kindly mark this thread 'Yes' if this is answered your query which may help other community members in this forum.

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Ludwig Reinhard Microsoft Employee on at

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Hello Shabir Ahmad,

Can you share the vouchers that have been created by adding some screenprints?

When doing that please ensure that the posting / transaction type fields are personalized into the voucher form and that those fields are included in your screenprints.

Many thanks,

Ludwig

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Shabir Ahmad 3,110 on at

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Sourav Dam ,

Thanks for your reply, yes that was the scenario. But i am surprised how it is possible once you enter in account payable module for example offset 1234 and offset account type is vendor then go to GL and General jeneral offset account 1234 and offset account type is Ledger. Would you like to explain that? My question is why 2 times hitting main accounts, one time from account payable and then from GL same account 1234.Further, then why is posting profiles as we already assign the main account to posting profiles.

Best Regards,

Shabir Ahmad

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SouravDam 11,730 on at

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Hello Shabir Ahmad,

As requested before; appreciate if you can share the screen shot of both the journals to see the main and offset account types and accounts to get a clear idea.

Anyway.. let's take your example. In vendor invoice journal; the offset account is 1234 which I believe is the Vendor account as the account type is "Vendor".

Then in general journal; the offset account is again 1234 which I believe is the Main / Summary account for Vendor as the account type is "Ledger".

Now; please ask the concerned user why he/she is directly posting the entry in that "Summary" account set for the vendor as this account should be maintained in the chart of accounts with Do not allow manual entry check box "Enabled".

If you can share the screen shots of both these journals then it will be easy to check.

Best regards,
Sourav Dam

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SouravDam 11,730 on at

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Hello Shabir Ahmad,

Is this sorted out or still any challenges left?

Best regards,
Sourav Dam

Kindly mark this thread 'Yes' if this is answered your query which may help other community members in this forum.

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