Cost field in Sales invoice

  • Cost field in Sales invoice

    Posted by Pam Stephenson on November 6, 2024 at 10:17 am

    We had someone who entered a sales invoice manually into Dynamics GP 2018. Instead of putting the amount in the Sales (or in this case Finance charge field) she accidentally entered it in the Cost field, just above that. With zero in sales, and total invoice amount.

    However, when this was posted, the invoice had a zero amount, and when it posted to the GL side, it Credited A/R (instead of debiting) and debited the Sales account. Also, this invoice did not show on a trial balance, as it had a zero amount, so the GL A/R account did not match the subsidiary on this.

    Any idea on why this happened? (We fixed it manually, by re-entering the invoice correctly, and doing an additional journal entry to reverse the initial posting).

    Thanks,
    Pam

    Pam Stephenson replied 1 month, 2 weeks ago 2 Members · 2 Replies
  • 2 Replies
  • Jo deRuiter

    Member
    November 6, 2024 at 10:21 am
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    Hi @Pamela Stephenson

    Essentially, you told the GP System that there was a cost on that invoice, but no income. The cost field is for recording what the item cost YOU GUYS as a company so it would debit an income account because a cost is a debit in a sales transaction.

    To correct this you’ll need to void that – or return it depending on your process and re-enter it correctly – there is no other way to fix this one.

    • Pam Stephenson

      Member
      November 6, 2024 at 4:37 pm
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      Thanks Jo, @joderuiter

      I did try to void it, but it was set to historical, because it had a zero balance. I couldn’t unapply it with the Professional tools, since it was a zero balance, I guess.

      We only use the receivables side of things, and not the inventory or SOP.

      Is there a way to block that field, so it can’t be used?

      Pam

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