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[Bhavin Mistry]

We have multiple open invoices and manual payments on the payable Historical Aged trial balance which are old and not relevant. Most of the open invoices were not voided properly and journal entry was made to balance GL. Our GL module is fine but we need to reset our Historical Aged Trial Balance so that none of the old entries shows on the report. What will be quickest way to fix this without affecting GL? 

Thanks,

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Bhavin Mistry

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[Shari Bruno]

?Hi

Have chosen exclusions on the report?

And a bit of housekeeping, have you tried to void the transactions?

If you have excluded Fully Paid Documents on the report, and you cannot void the invoices, you can create “balancing” transactions to apply to these items without affecting the GL by using the same GL code for the DR and the CR.

For example, you have an invoice on the report to vendor ABC for $10. As you’ve noted, at some point the GL was made right and now you just need to get rid of the transaction. To do that:
Create a Credit Memo to ABC vendor for $10
Use the same GL account for the DR and CR.
Post the transaction and then apply to the invoice which will remove it from the report.

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Shari Bruno
Accounting Operations Manager
Bible League International
Crete, IL
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[Bhavin Mistry]

Thanks Shari!

I have close to 30K transactions so trying to figure out if there is a way to do credit memo in the batch. I would not be able to void invoices.

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Bhavin Mistry
Northridge Capital LLC
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[Jo deRuiter]

?Hi ?

The best way for it to not affect history is to turn off posting to GL, make your changes and then turn it back on.

You can do this in Administration>Setup>Posting

It is by module so, when no users are processing, turn off posting to GL in that module then make changes and then you’ll need to remember to turn it back on before anyone processes a live transaction.

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Kindest Regards,

Jo deRuiter
“That GP Red Head”
Advanced Credentialed Professional-Dynamics GP
Member, GPUG GP Credentialing Exam Committee
Chairman, GPUG Partner Advisory Board
“……what isn’t she up to?”
Heartland Business Systems, LLC
Senior Financial Systems Consultant
Milwaukee, WI
770-906-4504 (Cell)
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[Bhavin Mistry]

Thanks Jo!

We like to track the changes for audit purpose so we would like to if there is a way to batch create credit memo and apply the credit memo to outstanding invoices at once.

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Bhavin Mistry
Northridge Capital LLC
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[Jo deRuiter]

?Hi

You can integrate a batch of credit memos to apply to the invoices with no issues, however just like with voids you will have to either manually apply them or use a macro.

My advice is to set up a mail merge macro to void the open transactions.  If you create the macro to enter the vendor id enter the document id in the from and to filter boxes and then hit the redisplay and change date and mark to void then the macro (think manual integration) will be your best bet.

?

Here is a great blog by ? on using a mail merge macro for Dynamics GP

How to use Word Mail Merge and Macros to Import Data

Developing for Dynamics GP		remove preview
How to use Word Mail Merge and Macros to Import Data This post explains how to use Microsoft Office Word’s Mail Merge functionality to Import Data into Microsoft Dynamics GP. This method can be useful when working with master records or transactions not supported by any of the existing tools such as Integration Manager, eConnect or Web Services. View this on Developing for Dynamics GP >

Again – turn off posting, because the voids WILL hit the GL if posting is turned on.

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Kindest Regards,

Jo deRuiter
“That GP Red Head”
Advanced Credentialed Professional-Dynamics GP
Member, GPUG GP Credentialing Exam Committee
Chairman, GPUG Partner Advisory Board
“……what isn’t she up to?”
Heartland Business Systems, LLC
Senior Financial Systems Consultant
Milwaukee, WI
770-906-4504 (Cell)
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