[Farida Hassan]

Hello everyone,
Is there anyway I can correct an account on a posted batch in Accounts Payable module?
Please advise.
Thank you,
Farida

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Farida Hassan
Marymount California University
Rancho Palos Verdes CA
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[Kristen Hosman]

Hi Farida.

Have you already posted the invoice or the batch the invoice was assigned to when it was entered?  If so then the easiest thing to do would be to have your Accounting department do a journal entry to move the expense to the right account.

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Kristen Hosman
Accounting Manager
PlatinumCode
Pine CO
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[Bert Green]

I concur with Kristen that a manual journal entry is the easiest way to go. Just make sure you have enough information to tie it back to the original entry.

Otherwise there is a third party add in that may fit your needs.
http://reporting-central.com/whats-the-best-way-to-correct-an-ap-distribution-error-in-dynamics-gp/

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Bert Green
GP Developer/GP Administrator
Berger Transfer & Storage, Inc.
Saint Paul MN
GP2015/MR CU11
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[Farida Hassan]

Thank you all for taking your time and reply back to my question.  I am new to GP and I am still learning but thanks for your kind advice.
Regards,

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Farida Hassan
Accounts Payable Coordinator
Marymount California University
Rancho Palos Verdes CA
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[Jo deRuiter]

I will stipulate that a manual journal entry is the easiest way to go. 

But, in my experience you always want your subledgers and GL to match. 

If someone ends up trying to look and see what happened to this entry at a future date it may end up being a difficult search with a JE fix.

I would recommend voiding the transaction in AP and reentering it.   This is the best practice for this situation.

Please let me know if you have any questions or concerns.

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Jo deRuiter
Lead Techno Functional Consultant
Aisling Dynamics Consulting
Canton GA
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[Joni Finnell]

Farida:

If the invoice is posted but not paid, I would agree with Jo that the best practice is to void that invoice and re-enter it. Otherwise, it can throw off your balances.

If it has been paid, then I agree with Kristen and Bert to do a journal entry with fantastic backup. One additional thing that I do is to write a note on the original invoice where it was reclassed to with the JE #. It helps to follow the audit trail a little easier. 😎

Have a good day.

Thanks

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Joni Finnell
Project Accountant/GP Troubleshooter
Consumer Support Services, Inc.
Newark OH
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[Nancy Edwards]

We correct these in the Purchasing module, Transaction Entry, using the Credit Memo document type-but not assigning any amount to the credit (a zero credit memo).  For the document number we use the original invoice with a C at the back of it.  We use the same descriptions so they match up easily on the reports, or could add something like “GL correction”.  Then it is basically a journal entry-crediting the wrong GL number and debiting the correct GL number. 

This allows us to see the correction in the vendor right down to the specific invoice that had the error (so hopefully we won’t make the same mistake again), and the purchasing module, as well as the financial module.  Much easier to trace historically.

Just remember it is a zero credit memo!

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Nancy Edwards
Accountant
H&W Computer Systems, Inc
Boise ID
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[Tina Girdner]

If the invoice has already been paid, we basically do the same as Nancy Edwards suggests, but we normally leave the “Document Type” as “Invoice”.    We haven’t had any problems using “Invoice” and it doesn’t sound like Nancy has any problems using “Credit Memo, so I’m guessing either will work.

If the invoice is still unpaid, we use the Void Open Transactions and then re-enter the invoice correctly.

Good luck and hope you don’t have to use this too often.

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Tina Girdner
Tiffany Care Centers, Inc.
Mound City MO
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[Theresa Rago]

There is a product called The Corrector, from Reporting Central, which will allow you to bring up the distribution and make the correction.  It creates a ‘rich’ journal entry which means it contains the same data elements as the original entry such as vendor id, document #, etc. which can be pulled into a smartlist.  It is available for other modules as well.

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Theresa Rago
Manager, Financial Systems
CV Starr & Co, Inc.
New York NY
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