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Microsoft Dynamics GP (Archived)

Unable to Void Credit Memo - AR

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Posted on by Rosemary 2

Good day,

A credit memo was entered via Receivables, the user changed the Receivable account in the distribution. The amount was applied to some invoices, the invoices are no longer on the customer's account. At the end of the month we reconcile the subledger with the GL, Receivables did not balance it is off by the twice the amount entered via the credit memo. What is interesting is that the account that was changed in the distribution was not the defined Receivables account, I would like to void the entry but it is saying 'unable to void document'.

My question is can a credit memo be voided?

If I reverse the initial amount I have a difference and I am not sure where to look for it? 

Any ideas, thoughts would be appreciated.

Regards,

Rosemary

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  • L Vail Profile Picture
    L Vail 65,271 on at
    RE: Unable to Void Credit Memo - AR

    Hi Rosemary,

    Changing the 'type' column in the distribution window can be dangerous for your reconciliation. You can change the account number and leave the Type the same and mess up your balances. For instance, if I change the account under the RECV line, the transaction will post just fine, but you will end up out of balance with your AR trial balance. Specifically what happened in my world is that a Bank Transaction was entered as a Decrease Adjustment when it should have been an Increase Adjustment. The user changed the debit and credit accounts on the entry that posted to the GL, but did not fix the checkbook balance. In their case, the GL balance was correct, but the checkbook balance was not. We created two new bank transactions, the first reversed the original entry and the second posted the correct entry. These adjustments were NOT posted to the GL because the GL balances were correct.

    Kind regards,

    Leslie

  • Rosemary Profile Picture
    Rosemary 2 on at
    RE: Unable to Void Credit Memo - AR

    Hi,

    Thank you Leslie! 

    In as much as we were seeing that result I could not explain it, it was being viewed as a 'glitch'.

    The paid transaction removal was done and this particular transaction pertained to the last period which is closed.

    Therefore, from a system perspective, can I safely say when credit memos or debit memos are being entered the RECV account should not be changed? And would you be able to clarify exactly what took place, my accounts background is limited.

    Regards,

    Rosemary

  • L Vail Profile Picture
    L Vail 65,271 on at
    RE: Unable to Void Credit Memo - AR

    Hi Rosemary,

    You can void a Credit memo, if you have run the paid transaction removal routine and the fully applied credit memo is moved to history, you may not be able to void it. In that case, I would try using the PSTL tool to unapply the credit memo. An issue I ran into the other day is that when the user changed the account number, the debits and credits were reversed. That caused them to be off double the amount. We needed to enter the correcting transaction twice in order to balance the books.

    Kind regards,

    Leslie

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