[Liz McQuiston]

Our AP manager came to me with a NAV issue that I don’t know the answer to so I thought I would check with the experts on here.

When they start their check process by suggesting vendor payments it doesn’t pull in credit memos, so she goes in and applies the credit memo and then re-suggests payments.  We really want the credit memo listed separately so the payment stub shows the checks and CM in the list.  Are we missing a step or do these need to be processed differently?

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Liz McQuiston
Corporate Controller
Superior Walls of America
New Holland PA
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[Lewis Rosenberg]

?Hello Liz,

I just spoke to our A/P expert, and she said (and showed me) the credit memos are being pulled in on Suggest Vendor Patments for us as long as they are not first applied to an invoice.  #NAV2013R2

?????

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Lewis Rosenberg
IT Manager
Mars Fishcare
Chalfont PA

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[Karyn Mabeus]

?Hi Liz – I would start by checking your due dates in case they are picking up on the payment terms set up on the vendor card and are not being picked up by your Last Payment Date.  The due dates on our credit memos are the same as the document (credit memo) date.

#Accounts Payable or Receivable

??

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Karyn Mabeus
Accounts Payable Supervisor
Group O
Milan IL
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[Crystal Tollison]

?Hey Liz,
Make sure they are not using any filters on the Vendor tab when using the Suggest Vendor Payments. Those filters are looking at the Vendor Card not the individual invoices where the Vendor Card defaults could have been changed.

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Crystal Tollison
Consultant
ArcherPoint Inc.
Lawrenceville GA
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[Dave Henehan]

Hi, not sure which version you are on, but I believe when we upgraded from 2013 R2 to 2016 we had to change our way of pulling in payments.  In 2013 R2 we did not use the ‘Summarize per Vendor’ box checked and everything worked great listing out each invoice/credit.  

In 2016 if we used that same method I believe it was leaving off the credit memos and we needed to manually add them similar to what you mentioned.  We needed to change our style to using the Summarize per Vendor option which works great but took some getting used to and changed up our remit reports completely.

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Dave Henehan
Manager, Accounts Payable & Accounting for Direct Operating Costs
PECO Pallet
Irvington NY
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[Liz McQuiston]

Thanks everyone for the feedback, we are on 2016. We tried pulling with both the summarize per vendor checked and with it not checked as suggested, it still doesn’t pull the credit memo.?  We also checked that there were no filters as suggested? and that the credit memo has not been placed on hold as suggested by @Wendy Boudreaux.??

Invoice posted via the purchase order process on 5/1 with a due date of 5/31 and a discount date of 5/10.  Credit memo posted as a purchase credit on 4/30 with a due date of 4/30.  Payable journal was run this morning with a last payment date of 5/22 – it pulls the invoice because of the discount due date but not the credit memo.

AP manager swears that sometimes credits are pulled in, but other times not.  I found this string Credit Memo’s not in Payment Journal which makes it sound like its a discount invoice issue.  What I don’t see is a resolution…

Any thoughts?

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Liz McQuiston
Corporate Controller
Superior Walls of America
New Holland PA
Running NAV 2016
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[Kristina Frank]

Hello ,

The string you provided a link to was ours 🙂  Thank you for providing as it helped me find my communication on what we did.

Do you always take your discount with this vendor?  If you do, this is causing your issue.  Here is what we were told by our partner:

The logic when doing suggest vendor payments is in two cycles if you have the field “Find Payment Discounts” checked:

Cycle 1:  The system first looks at open invoices and open credit memos with due dates on or before the date you enter in suggest vendor payments.  If the balance is greater than zero, all invoices and credit memos meeting this criteria will insert into the payment journal.

Cycle 2:  If “Find Payment Discounts” is checked, then the system starts looking at open invoices not included in step 1 and looks at payment discount date.  If the payment discount date is on or before the date you enter in suggest vendor payments it will pull that invoice into your payment journal.  Credit memos do not have a payment discount date so they do not come into the payment journal during this step.

Your issue is because you do not have any invoices found in step one that exceed your credit memo balance.  Your invoices are meeting cycle 2 criteria and are pulling into the payment journal for payment.

We were told we could apply the credits to specific invoices, but we did not want to do that because the invoice the credit memo applied to had already been paid and we did not want to apply the credit to a random invoice.  So, we did not take our discount for a few invoices.  We had to manually delete these lines from our payment journal.  Eventually we had enough invoices hit their due date in cycle 1 so our credit memo’s pulled into the system.

Our partner recommended a modification but we did not want to push through a modification for something that only happened once.

Feel free to send me a message if you would like to discuss further.

I hope this helps,?

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Kristina Frank
Controller
Cline Tool & Services
Newton IA
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[Wendy Boudreaux]

Lastly, verify that the credit memo has not been placed “On Hold”.

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Wendy Boudreaux
Louisiana Sugar Refining
Gramery LA
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