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Voiding a partially applied Payables transaction in Dynamics GP


Periodically I get calls or see questions online about how to void a partially applied Payables transaction in Dynamics GP. This is one area where the Payables module differs drastically from the Receivables module and you have to jump through some hoops to actually accomplish this.

The issue is that when you go to void a partially applied Payables transaction you receive the following message:

Your only option here is to click OK. So is it possible to void a partially applied Payables transaction? The short answer is no. The long answer is that there is a workaround by following the steps below:

  1. Fully apply the transaction. (This might involve creating a ‘dummy’ invoice if there is nothing else to apply it to.)
  2. Void the now historical transaction. (And void the ‘dummy’ invoice if you had to create one.)

Below are details on these steps:

Step 1: Fully apply the transaction

In my example, I have a credit memo for $200 and $142.32 of it is still unapplied:

Let’s look at the more complicated option, where I do not have anything else open for this vendor and I need to void this credit memo. To be able to fully apply this credit memo, I first need to create a ‘dummy’ invoice for the unapplied amount on the credit memo:

  • Go to  Transactions | Purchasing | Transaction Entry
  • Select either Invoice or Misc Charge for the Document Type
  • Enter the Vendor and Doc. Date  (the date doesn’t much matter, as we will be voiding this a few steps down)
  • Enter the unapplied amount of the credit memo under Purchases (in my example, $142.32)
  • The GL distributions do not matter here either, as again, we will be voiding this, however you do want to make sure they are all there so there is no issue with posting this transaction

  • Post this transaction

Now you can fully apply the credit memo:

  • Go to Transactions | Purchasing | Apply Payables Documents
  • Select the Vendor
  • Click on the looking glass icon next to the Document No. at the top right and select the credit memo
  • Apply it to the invoice you just posted: 
  • Click OK to close the Apply window and now we’re ready for step 2:

Step 2: Void

Since the credit memo is now fully applied, it is in history. To void it:

  • Go to Transactions | Purchasing | Void Historical Transactions
  • Select the transaction, change the date(s) if needed, and Void:

Now the ‘dummy’ invoice is unapplied (and is thus Open), to void it:

  • Go to Transactions | Purchasing | Void Open Transactions
  • Select the Vendor and the ‘dummy’ invoice and Void

That should do it on the Payables side. Depending on your settings, you might have some General Ledger postings to complete from transactions this generated.

Now you have a reference for the steps to follow next time you have to void a partially applied Payables transaction in Dynamics GP.

8 Responses to “Voiding a partially applied Payables transaction in Dynamics GP”

  1. Hi, maybe you can assist me with a very strange situation. I have an invoice that was fully paid by a payment but was still showing Open status. The payment was voided but the apply link between the 2 was not removed by the void.
    I ran checklinks: it found a problem with the invoice status, updated the invoice to history status. Now both payment and invoice are in history; but they are still linked by the “apply”. The invoice should be open again since the payment was voided. A new payment was created to pay the invoice, but it can’t be applied as the old voided payment is still fully applied to the now historical invoice. Neither can I void that historical invoice.
    Any suggestions please?

    Like

    • Hi Louise,

      It sounds like you’ve had a combination of things go wrong with this set of transactions. Unfortunately, to help with this would require looking at the data in your SQL tables. It’s just not a standard situation that has a generic answer. I would recommend working with your GP partner or Microsoft Dynamics GP support to resolve this.

      -Victoria

      Like

  2. I am having a similar issue, except the transaction that is giving the error message is an open INVOICE, not a credit. Originally, I had entered this invoice, and marked it as paid using one of our credit cards. Later on, I figured out that it was in fact paid with a different credit card, so I went and voided the open invoice for credit card vendor #1, as well as the historical payment. Unfortunately it won’t allow me to complete the 3rd and final step, which is voiding the original “open” invoice. (I got frustrated and in the mean time, I started over from scratch and entered a new invoice, marking it as paid with the correct credit card). Unfortunately, I am still left with this open invoice to the original vendor. I have even tried entering a credit memo for the same amount, but when I try to apply the CM to this invoice it says the document is already fully applied. Any suggestions?

    Like

    • Hi Shelby,

      Since there have been so many transactions and voids, I am not sure that I have a clear picture of what the statuses of all the transactions are. I would recommend working with someone that can take a look at your system together with you to help clean this up.

      For the future – when you entered the payment with the wrong credit card, one simple way of ‘fixing’ it is to pay the resulting credit card vendor invoice with the correct credit card. So:

      • Invoice for vendor A was paid with Credit Card B, which created an invoice for Vendor B
      • Enter a manual payment for Vendor B, pay it with Credit Card C – this will pay off the invoice for Vendor B, resulting in an open invoice for Vendor C.
      • You can also put a note on the original invoice for Vendor A recording what happened. This is typically enough in case you need to see what happened later.

      -Victoria

      Like

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  1. Voiding a partially applied Payables transaction in Dynamics GP : Microsoft Dynamics GP Discussion - October 24, 2012

    [...] Click here to learn How to “Voiding a partially applied Payables transaction in Dynamics GP” [...]

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  2. Voiding a partially applied Payables transaction in Dynamics GP | Victoria Yudin - DynamicAccounting.net - GP Technical Blogs - Microsoft Dynamics Community - October 11, 2012

    [...] Comments 0 Victoria Yudin explains the options around Voiding a partially applied Payables transaction in Dynamics GP [...]

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