How to remove from Received/Not Invoiced

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Hello,

How can I remove an item from the received not invoiced report in this scenario? We received an item in March of 2012 that was never invoice matched. It was cycle-counted out (IV Variance) and is no longer available for return. We are cleaning up old RNI stuff and I need to make this come off the report and keep the financials correct. If I manually close the PO, I know it will remove it from the RNI report, but I don't want to make manual entries to the GL. The only thing I can think of is to enter a new IV variance to reverse the old cycle count, then use the inventory return feature to get it out of stock and remove the amounts from the accrued purchases and inventory accounts. Is that correct? Is there an easier way? I have over 800 of these to do and the extra transaction would really slow me down. Thanks in advance for any input you have.

-Trevor

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Richard Whaley 25,195 on at

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You need to get a better practice in place so that you do not accumulate 800 of these again. At this point, if you close the PO, the item comes off the RNI list but amounts are not moved from the GL. For 800 I would suggest closing all dead POs, run the RNI report and get a total, and JE the RNI GL account. This is not proper accounting, I know, but with good notes on the transactions, auditors will accept the transactions if they are to the correct accounts.

If you have entries on the RNI report after closing all POs and they have been paid through un-matched invoices, you can delete them through SQL from the RNI table. Then reconcile, run the report again, and GL Adjust.

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Community Member on at

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Thanks for the reply Richard. This old stuff happened before I got here. We're running smoothly now but I need to get the old stuff cleaned up so the RNI isn't 350 pages long. We had our partner create a custom RNI report that we can run historically. It works perfectly for tying out the GL, but when you close a PO manually it does not get removed from this report. So, unless I reverse the original receipts (or invoice match then void) they do not come off the report.

The SQL option may be good for me - for the inventory lines. Is the RNI table POP10500? Will check-links "fix" my corrections if I modify that table?

PS: Bought your entire set of GP books and love them - especially the manufacturing ones. There is so little information out there for the manufacturing module.

-Trevor

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sandipdjadhav 18,306 on at

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Trevor,

sandipdjadhav.blogspot.com/.../remove-transactions-from-reports.html

This may help you.

Thanks

Sandip

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Richard Whaley 25,195 on at

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Thanks for the kind comments Trevor. Can we post them on our web site? We are creating an Accolades for Accolade page.

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AWhalen 215 on at

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Hi. I have over 1,000 POs that are closed, and I ran the Removed Completed Purchase Orders routine. I thought this would remove closed POs from the RNI report, but mine are still showing. What other options are there to clean up the report? Since the POs are closed I can't do a $0 invoice to clear out the PO accrual account. Any suggestions?

Thanks in advance.

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Richard Wheeler 75,850 Moderator on at

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I would start by pulling up one of these POs and look at all the lines. Were all the PO lines equally matched with shipment and invoice record. I know you said the POs were closed but something is blocking these POs from being moved to history. Does your current IV inventory account balance match your purchase receipts report? If it does you could turn off the PO posting to GL and then do Edit PO and cancel each line. This way nothing would be sent down to the GL. How did you handle the payables for these items? Did simply enter payables transactions?

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AWhalen 215 on at

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I am cleaning up a lot of A/P transactions that were done before I started with the company so I don't know how the payables transcations were entered. The problem I am running into is that when I try to edit a PO to cancel a particular line, GP is not letting me because it is not an active PO.

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Richard Wheeler 75,850 Moderator on at

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It sounds like someone forced these POs to be closed. How important is it to keep these old POs? If it is not important then the next question do you have a mixture of good and bad POs. If all POs can go then you can run Tools->Maintenance->Clear Data->Purchasing->Purchasing Transactions. This will remove all POs that are open. If you need to keep some POs but get rid of the others the next step is to go in SSMS and run a SQL script to remove these POs. It sounds like all the shipment receipts have been done and then matched by doing negative inventory adjustments so stock quantity should not be a problem. I will wait hear you response before I continue.

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