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[James Wong]

We are running AX2012 and we are having an issue with a particular AP invoice that is now showing up when we create a payment journal to pay the invoices.  When I run an AP aging, it shows up as unpaid.  When I view the invoice, it shows as “Posted” but when we try to pay the invoice it doesn’t show up as an open invoice. Any suggestions on where to look or how to fix this?  Thanks

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James Wong
Senior Finance Manager
Murray Franklyn Companies
Bellevue WA
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[Wendy Muar]

Is it possible it is already sitting in a different payment journal?  Does it show ‘marked’ for payment?

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Wendy Muar
Lead Functional Consultant
GraVoc; Peabody, MA
http://www.gravoc.com
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[James Wong]

Unfortunately, no, it is no sitting in another payment journal.  We post them as soon as we are finished with the check run.  The only thing I can think of is that there is an issue with the actual posting of this transaction.  We went live in 2014 and this invoice has been “stuck” in our system since 6/14.  From what I can tell, it looks like the AP person who processed it created another entry for the exact same thing – not sure how this didn’t get caught – and paid that invoice.  One of the reasons we are seeing it now is that we are closing out this company but it still shows a balance in AP Trade on our balance sheet.  Thanks.

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James Wong
Senior Finance Manager
Murray Franklyn Companies
Bellevue WA
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[Shirley Adams]

I would check the due dates and the invoice dates on the actual vendor transaction as well – also check to make sure the ‘approved’ checkbox is marked for the transaction.  That was one way to actually put a transaction on hold (‘unapprove it) before holds processing was introduced.

Does the vendor actually have a balance listed for that invoice?  Have you tried reversing it?  It sounds like you don’t actually want to pay it, so that would be an option – you could also do a credit note and settle against it if it’s a PO invoice or a transaction that cannot be reversed using that function.

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Shirley Adams
Solution Architect
AKA Enterprise Solutions
New York NY
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[Mark Bailey]

Hi James,

If the invoices are set as marked for payment on the supplier but there is no payment journal sitting behind them then you have encountered an old bug where we get orphaned records in a table called “SpecTrans”

I have a similar issue on one of my customers at the moment and the below is the MS response.

First try the following:

Accounts Payable: Accounts Payable > Vendors > All Vendors Select the vendor account for the marked document Invoice > Settle > Settle transactions

This will open the Settle Transactions form. On this form: Select the marked document Inquiry > Specifications

Accounts Receivable: Accounts Receivable > Customers > All Customers Select the customer account for the marked document Collect > Settle > Settle transactions

This will open the Settle Transactions form. On this form: Select the marked document Inquiry > Specifications

If the marking document can be located with the Specifications form,  first attempt to open the Settle Transactions form from that document. If there are no results on any View of the Specifications form or if the customer is not able to unlock the marked document after finding the competing process from the Specifications form, then the customer should run the consistency checker.

Run consistency checker by following these steps:

1. Navigate to System administration > Periodic tasks > Database > Consistency Check:
2. Module: All
3. Check/Fix: Fix Error
4. Uncheck the root node “Program”
5. Scroll down and check the Payments option
6. Click Ok

If this doesn’t work then we used to be able to sort this out through the AOT in 2009/2012 versions, however as the AOT is now closed off you will need to raise a ticket with MS to run a script to clear down the records.

Kind Regards
Mark

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Mark Bailey
Application Consultant
Annata
Portsmouth
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[Mark Bailey]

Hi James,

Apologies, I just saw you are actually on AX2012. If this is the case you need a system admin to go into the AOT and delete any records in SpecTrans. Before you do this please clear down any open payment journals in both AR & AP ledgers.

Kind Regards
Mark

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Mark Bailey
Application Consultant
Annata
Portsmouth
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[Lori Holmes]

Hi James…after communicating your issue to our AP dept they have the following to offer as suggestions…

It is probably the parameters he is using in the Payment Journal:

• the due date of the invoice is outside of the parameter of invoices to be included in the check-run;
• the invoice is probably set-up as an EFT and not a Check Payment
• vendor can be “On Hold’

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Lori Holmes
Hamamatsu Corporation
Bridgewater, NJ
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[James Wong]

Thanks everyone for the replies.  We’ll try looking at these suggestions and report back the results.  Thanks again

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James Wong
Senior Finance Manager
Murray Franklyn Companies
Bellevue WA
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[Peggy Farmer]

?Has the invoice been approved?  We had a similar issue a month ago and found the that the “Approved” field was empty.

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Peggy Farmer
Business Systems Analyst
Sparboe Companies
Litchfield MN
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[James Wong]

Ok. We tried a number of the suggests provided and found that the invoice was not approved.  Normally, these types of transactions are automatically “marked” as approved so there is never a need for us to even verify this field.  Thanks everyone.

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James Wong
Senior Finance Manager
Murray Franklyn Companies
Bellevue WA
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