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[Don McCready]

Greetings All,

We have 2 records showing for one vendor on the Payables HATB that defy attempts to resolve.  One is an invoice and the other a payment, for differing amounts.  We tried creating a dummy payment and applying it and the previous payment to the invoice with no luck.  Also, Check Links and Reconciliation offer no help. 

At this point, I’m leaning toward removing any records relating to them in SQL.  Can anyone advise which tables I should query?  Or might there be a better solution?

The HATB will tie out to the GL if these can be removed.

Thanks much!

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Don McCready
Retired Controller and IT Director
The Schaefer Group, Inc.
Beavercreek OH
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[Samantha Higdon]

Hi ,

At the risk of asking the obvious questions, a few follow up questions for you.

1.) if the invoice and payment should not exist in the vendor file/inquiry/HATB, have you tried voiding the transactions themselves?  I would advise caution on the payment side just because if your checkbook and GL are currently reconciling then voiding the payment will have an impact there that you’ll want to be cautious of.

2.) Did you receive error messages when attempting to apply the dummy invoice/payments?

3.) Are PO prepayments in play here? What about mutlicurrency?  There was a bug or two in one or two recent updates (not the end of year 2020 ones, but ones that were released in late 2019 or early 2020 I believe) that impacted those areas and the HATB specifically.

4.) What version of GP are you running?  Please include the specific build if you can.  The easiest way to see that is to go to the Help>>About GP option.

Thanks,

Samantha?

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Samantha Higdon ,CPA,CGMA
Consultant
Lagom, LLC
Carmel IN
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[Don McCready]

Hi Samantha,

They’re running 2018R2, 18.3.1200 (2020) and are not using Multicurrency.  I need to get the other details from them and will update this.

Thanks for your response.

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Don McCready
Retired Controller and IT Director
The Schaefer Group, Inc.
Beavercreek OH
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[Ryan Galang]

Hi Don,

Here’s some additional insights / questions:
1. Have you checked Print Age as of Date vs Apply Date?
* If apply date < print age as of date, document is treated as unapplied

2. Are there any missing / extra apply records on the involved transactions?
3. Do the document amounts vs apply amounts match?

4. Is this invoice and payment related to each other?

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Ryan Galang
BTP Technologies LLC
CHANTILLY VA
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[Don McCready]

Hi Ryan,

Thanks for the reply.  I sent your comments to the Accounting Dept for their reply.  I’ll update this post when I hear back.

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Don McCready
Retired Controller and IT Director
The Schaefer Group, Inc.
Beavercreek OH
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[David Kelsey]

Samantha – in response to your questions that Don has not answered

it doesn’t appear that we can void both transactions
I don’t believe we received any error messages
No prepayments in play

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David Kelsey
Controller
The Schaefer Group, Inc.
Beavercreek OH
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