Very strange. I have not seen anything like that in all my years of using and supporting Dynamics GP. Are there any customizations or 3rd party products installed? Is anyone changing data directly in the GP database?

-Victoria

The only time in Payables that anything will become unapplied is when something is voided. There is no unapply and reapply option in Payables, so it is not possible that someone could go in and unapply a previously applied document. Can you confirm that there are no voided payments? It may also be that something went wrong somewhere, perhaps running a Reconcile would help (Tools > Utilities > Purchasing > Reconcile).

-Victoria

We are currently using manual payments, scenario 2, for a credit card payments but are having issues with payments becoming unapplied on our vendor accounts. Take for example yesterday I notice that an invoice appeared dated 06/03/09 as open. I went in to investigate what happened and discovered that this invoice was in fact paid via a manual payment to our credit card vendor. The payment on both accounts are still there and show that they have been fully applied to this invoice. Yet the invoice is now open with no payment to apply it to. I also have a invoice on one of our credit card vendors that shows that it is fully applied even though there is nothing showing applied to it. Have you ran into these situations and have any suggestions for solutions?

The SmartList I am referring to above is under Payables Transactions. Add a column for Current Trx Amount and then search for all transactions where the Vendor ID is your Credit Card Vendor and Current Trx Amount is greater than 0.

-Victoria

We used to do this using the “separate GL AP account” method and decided to stop doing that and use just one AP account to make it all simpler.

Now we’re having trouble figuring out how to show the transactions in a SmartList the way you mentioned above. Could you walk us through building the SmartList to show the same transactions as they show up in the Inquiry?

That’s awesome – thanks so much for the feedback.

-Victoria

I setup a separate GL account for the credit card. Now, I can see the transactions by filtering on the GL account in the “Account Transactions” Smartlist.

Also, I added the “Reference”, “Originating Master ID”, “Originating Master Name”, and “Originating Document Number” columns to the “Account Transactions” smartlist. Those columns bring in the “Description”, “Vendor ID”, “Name”, and “Document Number” fields respectively from the Payables Transaction Entry screen.

It works great!

Are you talking about the ‘Reconcile to GL’ routine in GL 10.0? For what it’s worth, I don’t know anyone that feels that routine works well, or even correctly. What you are seeing is just one of the issues. However, that routine is not needed to reconcile AP to GL – it is simply a tool added in GP 10.0 to help reconcile AP (or AR) to GL if/when there are issues.

One way I can think of to get around this particular limitation is to create a different AP account for the credit card payable. It is not necessarily the optimal solution and I would recommend doing some testing to make sure there are no other issues with it, but what that will do is make the CASH distribution go to the credit card payable account, not your regular AP account.

-Victoria

It should also work if you select the checks one at a time using the Edit Payables Checks window.

-Victoria

Try this: go to Tools > Setup > Purchasing > Payables and uncheck the ‘Print Previously Applied Documents on Remittance’ at the bottom.

-Victoria

I would not use a different vendor for each credit card unless you are paying each one separately. There are really 2 issues that I hear you bringing up: 1. Reconciliation of the bill each month. 2. Seeing the detail of the expense in the GL. While having separate vendors might help #1 somewhat, it will actually make paying the bill rather difficult if these are all on one bill and it won’t help #2 unless you make some additional changes.

If I am understanding what you’re doing correctly, you are simply waiting for the bill to come in each month and then matching up the bill with all the receipts? If so, this is not the method that I recommend. I recommend entering each purchase as a separate payables invoice. This way, you’re not looking through a pile of receipts to reconcile to the bill, you’re looking through a list in GP (or on paper once you’ve printed it out). While at first it might seem like a lot more work to enter each transaction individually, in the long run you will save so much time reconciling each month, it will be well worth it.

I would assign a code to each card, maybe the salesperson initials, or something else unique, and then use that as part of the document number. So, if I were a salesperson, the document number for one of my purchases would look like: ‘VY090821 STAPLES’ – which would signify my card, purchase date of 8/21/09 and vendor Staples. When reconciling this to the monthly credit card bill, this should be very easy to match up.

As far as seeing more detail in the GL, this may depend on what GL reports you are looking at, but there are generally 2 places where you can put details or notes for the expense:
- Description for the transaction on the Payables Transaction Entry window
- Distribution reference on the Payables Transaction Entry Distribution window
Again, this gets a lot easier to do if you are entering an individual transaction for each purchase. This detail will stay with the transaction and show up in the GL if you are posting your payables transactions to the GL in detail.

Hope this helps.
-Victoria

If I am understanding the sequence of events correctly, you should now void the invoice under the Credit Card vendor. That should have a zero net change on your GL balances but bring your AP subledger balance down by the amount of that invoice. I hope that helps to resolve this.

-Victoria