AP Invoice in HISTORY but not apply to any credit note or payment.

Question Status

Suggested Answer
Wong Henry asked a question on 20 Mar 2014 1:59 AM

Hi,

I have an AP invoice that I inquired where the status is HISTORY but it is not apply to any credit note payment.

The apply information is blank and the unapplied amount is showing 0.

Is there any way I can move the AP invoice back into OPEN from HISTORY?

Thanks.

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Wong Henry responded on 1 Apr 2014 12:17 AM

Hi Soma,

Attached please find the SQL query result

dl.dropboxusercontent.com/.../SQL_AP_2_201404011513.rpt

Thanks.

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Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 1 Apr 2014 3:20 AM

Wong Henry,

Surely, this invoice was fully applied to some document. Because the date field DINVPDOF(the date an invoice was fully applied) from the below query is 2014-02-27.

select DINVPDOF, *From PM30200 where VCHRNMBR='SINV0029040' and DOCTYPE='1'

After fully applied this invoice, this document went to history. But the related applied details for this invoice is not available in GP(both open and history).

Cause: May be the applied details for this invoice was deleted from back end.

For this scenario: Bringing invoice from history to open is not a advisable solution. Because the invoice already applied and distribution for this accounts was affected. Better check with the vendor for the invoice and get the details about the same.

Note: No option available for bringing back invoice from hist to open.

Reply
Wong Henry responded on 1 Apr 2014 8:46 PM

Hi Soma,

Are there any other ways that I can proceed with this transaction?

As there is a payment that needs to be apply to this invoice.

Thanks.

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Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 2 Apr 2014 2:14 AM

We can apply payments to this invoice if this document is on open status. Can't apply to history invoice. If you really want to apply payments to this invoice, we can do this on back end(SQL side). But this is not an advisable. First you need to check the Account Payables trail balance and Vendor Balance. If everything is fine, then we can plan to update the apply details to this invoice via SQL.

Hope this helps!!!

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Kristie McNulty responded on 12 Oct 2017 11:37 AM

Hi Soma - our situation is eerily similar to this one.  It appears the apply information was corrupted just before the connection between the payment and the voucher could be completed.  User did report being dropped from GP at the time the payment batch was being posted.  There is no record of the payment record itself, other than what was in the PM00400 table where the CNTRLNUM and DOCNUMBR existed, but no VENDORID was populated and the DOCDATE was 1/1/1900.  The voucher the payment was intended for is in HISTORY with an open amount of $0.00.  Because there is no "actual" payment number associated to this voucher, we are unable to VOID the payment so the voucher can then also be voided (we've already created the replacement records so we could pay our vendor).  The invoice continues to report in our HATB and the general ledger is out of balance with payables.  Would it make sense to reintroduce the missing payment record and join it back to the invoice/voucher record so that we could then go through the VOID steps?

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Heather Roggeveen responded on 12 Oct 2017 7:04 PM

Hi Kirsty

If I am reading this right, you are not seeing a record of the payment at all (except PM00400).  Does that mean you can't see it against the supplier either?  And it isn't sitting in one of the posting areas (Check Posting, Remittance Printing etc).

Did it appear in Bank Reconciliation?

If the payment is almost entirely missing, I think I would be more tempted to delete what you can find for the payment and move the voucher that it should have been applied to back to Open.

Then redo the payment.

These things are entirely situation dependent.  Always take a backup and if it is an area you haven't really done before, you might want to test your solution on a copy of the Live database to ensure it all works before then applying the fix to Live.

Cheers

Heather

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Suggested Answer
Mahmoud M. AlSaadi responded on 20 Mar 2014 2:44 AM

Have you been able to unapply the payable transaction ?

On the apply payable documents windows,

Transactions > Purchasing  > Apply To

     -  Enter or select a vendor ID.

     -  Enter or select the document to unapply.

Once unapplied, then go to apply the document correctly.

Your feedback is highly appreciated,

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Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 21 Mar 2014 12:07 AM

Try to run Checklinks(Dynamics GP-->Maitenance-->Checklinks) and Reconciliation(MS Dynamics GP-->Tools-->Utilities-->Sales-->Reconcile) for Receivable History/Open Transactions and Outstanding Document Amounts.

Before run this, make sure you have a backup of current company database.

Hope this helps!!!

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Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 21 Mar 2014 1:46 AM

Sorry. Try to run Checklinks(Dynamics GP-->Maitenance-->Checklinks) and Reconciliation(MS Dynamics GP-->Tools-->Utilities-->Puchasing-->Reconcile) for Payables History/Open Transactions and Batch ID.

Before run this, make sure you have a backup of current company database.

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Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 26 Mar 2014 11:44 PM

Heather is absolutely correct. You can't bring the transactions from historical to open. if you attach the screen shot for that invoice inquiry may this will help us to solve the issue.

Your reply is much appreciated.

Hope this helps!!!

Reply
Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 1 Apr 2014 3:20 AM

Wong Henry,

Surely, this invoice was fully applied to some document. Because the date field DINVPDOF(the date an invoice was fully applied) from the below query is 2014-02-27.

select DINVPDOF, *From PM30200 where VCHRNMBR='SINV0029040' and DOCTYPE='1'

After fully applied this invoice, this document went to history. But the related applied details for this invoice is not available in GP(both open and history).

Cause: May be the applied details for this invoice was deleted from back end.

For this scenario: Bringing invoice from history to open is not a advisable solution. Because the invoice already applied and distribution for this accounts was affected. Better check with the vendor for the invoice and get the details about the same.

Note: No option available for bringing back invoice from hist to open.

Reply
Suggested Answer
Somakarpagamoorthy Kanagasabapathy responded on 2 Apr 2014 2:14 AM

We can apply payments to this invoice if this document is on open status. Can't apply to history invoice. If you really want to apply payments to this invoice, we can do this on back end(SQL side). But this is not an advisable. First you need to check the Account Payables trail balance and Vendor Balance. If everything is fine, then we can plan to update the apply details to this invoice via SQL.

Hope this helps!!!

Reply