Deleting voided payable transactions.

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Posted on by Michael Phillips

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I am having problems deleting transaction that were posted. I read in the documentation for GP that you have to void any transaction that have been posted before you can delete them. I was able to void the open posted transaction and when looking at the payble transaction inquery window i can see that invoice document as voided. Just dont know how to delete the transaction after doing this. Any insight on this will be great.

Thanks

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Community Member on at

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Hi, when you void a payables transaction it is moved to history. To remove transaction history, go to Microsoft Dynamics >> Tools >> Utilities >> Purchasing >> Remove transaction history.

Back up your data first in case you make a mistake.

In the Remove Transaction History window select Voucher Number in the Ranges field, and enter the relevant voucher number in the From and To fields. Click on 'insert' to insert this voucher number range in the restrictions section.

Accept the other default values, and click on process.

Best regards,

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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Michael,

There's a reason you can't delete posted transactions in GP. It's called 'maintaining an audit trail'. :)

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Michael Phillips 305 on at

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Ian,

That did the trick.

Frank to your point i completely agree with you but i forgot to mention i am working in a dev environmment not production.

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Michael Phillips 305 on at

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Hey guys,

I am trying to do the samething for receivable transactions. When i void these transactions i try to delete them using

Microsoft Dynamics >> Tools >> Utilities >> Sales >> Remove Transaction history.

When i try to process the request to remove the transaction. I get this output message in the screen window.


Remove: Transactions

* Unable to remove this transaction: an open apply record exists or an apply record exists outside the selected range.

Type Document Number      Doc Date   Description                   Customer Number Salesperson             Writeoff Invoice Amount
------------------------------------------------------------------------------------------------------------------------------------
                           Post Date Discount Available            Short Name      Sales Territory Discount Taken         Payments
------------------------------------------------------------------------------------------------------------------------------------

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Community Member on at

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Hi Michael,

Not sure whats causing this. Are you sure the transaction is voided? When you look at in Enquiry >> Sales >> transactions by debtor...is there an asterisk beside the transaction?

Are you filtering the remove history to just this document?

Did you run the paid transaction removal process (Microsoft Dynamics GP >> Tools >> Routines >> Sales >> Paid Transaction Removal)...Run it for just Voided transactions for the relevant debtor. This will transfer voided transactions to history where they can then be deleted using 'Remove Transaction History' (if you are keeping history, otherwise this will delete them completely).

Tell us how you get on.

Best regards,

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Community Member on at

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Good stuff Michael.

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Michael Phillips 305 on at

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Ian,

You did it again. Thanks :)

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Community Member on at

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Good stuff.

Ian.

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Community Member on at

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I am having this exact issue. our purchasing manager has requested that three voided RTN documents be deleted as they are apparently screwing with either the inventory or the GL. When I attempt to remove any one of the three voided returns it fails with this message:

When i try to process the request to remove the transaction. I get this output message in the screen window.

Remove: Transactions

* Unable to remove this transaction: an open apply record exists or an apply record exists outside the selected range.

Type Document Number Doc Date Description Customer Number Salesperson Writeoff Invoice Amount

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

Post Date Discount Available Short Name Sales Territory Discount Taken Payments

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

We just want these returns that were never supposed to be entered to be deleted, I have spent ALL day on this and I'm not even in the inventory department, I'm the IT manager. UGH.

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Hello Ian,

I have checked and tested this issue. What I found is it is deleteing entire transactions. I mean it is deleting Receipt Part as well as Void Part. What I should do so that only Void Part should get deleted and payment or Cash receipt part should remain. Please suggest any help on this.

Thanks

Sanjay Parab.

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