We are currently using SL2011 and have many negative vouchers in our AP system. We have tried to clear these out with a zero manual check but SL will not let us select a negative voucher. Can this be fixed?
Lisa, before addressing this issue I need to know if the actual AP voucher has a current negative balance or if it is just showing as negative on one or more AP reports. You can determine the voucher's current balance by a query looking a docbal. From what you have described so far it sounds like a payment application was done against the voucher but that batch either suspended or was not released. Then an other application of void check was done against that voucher while the first application was outstanding. Finally, the first application was successfully released. If this is correct then the voucher itself would likely have a negative current balance. If the voucher has a 0.00 current balance then the issue lies with the APAdjust table. Of course, none of this should have happened but it can so we need to look at some more pieces before deciding what to do. It is also odd that APAdjust has an entry for $0.00 for an adjusting doctype of ZC. Normally a ZC entry has a positive value as the ZC is clearing a voucher due to a debit adjustment that matches the voucher amount.
Hi Rick,
I have a similiar issue where the vendor has a negative balance. On running an integrity check the log file indicated "Extra adjustment records for -2006.9 must be voided before document balance can be repaired". The vendor is showing as having this balance in the vendor trial balance report but the balance is 0.00 in the period sensitive report. Do you have any idea how to fix this issue?
On looking at this particular transaction, I queried the APadjust table and I am seeing where two checks were done for the same amount, then the user did a VC type document that is showing as -2006.90. Then they did a ZC type document for the same amount showing as positive. So there are four line items in this table, 2 CK with positive values, 1 VC showing as negative and ZC showing as positive. Any suggestions?
Your further input in this issue will be appreciated.
Thanks in advance.
Matt, you should never have a negative AP voucher in the first place. The only explanation as to how these got created would be that, somehow, more than one payment got applied to the voucher or, if you are running under multiple currency and there was an issue with the currency exchange logic.
The first step is to determine where the negative balance on the voucher came from. Did, indeed, more than one payment get applied to the same voucher and is the balance a currency balance or an actual balance.
You could use the AP vendor trial balance to look for multiple payments but, if you have access to SQL Management Studio you can get more details by running a query against the APAdjust table filtering to the AdjdRefNbr field equal to the reference number of the voucher with a negative balance. This table will show you the various adjustment amounts made against the voucher by what batch and document types as well as other useful pieces of information.
If the sum of the APAdjust records equals the original amount of the voucher in question (not its current balance) then we know that the issue is only with the voucher's balance and you could run an update query to set the docbal and currydocbal to zero. However, if the sum of the APAdjust records exceeds the voucher's original balance then you do not want to just zero out the docbal and currydocbal amounts because you would also need to address the extra items found in APAdjust as that means you have extra payment/debit adjustment documents out there that are also incorrect.
If the issue is only related to multiple currency (docbal is not the same as currydocbal for the voucher in question) then you need to determine why there was a multiple currency issue.
You did not indicate the amount of the negative balance on these vouchers (pennies or a lot more) so, if the amounts a very small, it might not be worth the time to run down the cause and just clearing the docbal and currydocbal values on the voucher would be sufficient.
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