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[Thomas Hill]

For one vendor in my AP Aging, I have nearly a page of transactions showing, that won’t clear off.  They do not appear in the APPLY CREDITS screen, or they show $0.00 remaining to apply.  

How do I clear these off?

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Thomas Hill
Accounts Payable – Expense Processing
M&A Technology, Inc.
Carrollton TX
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[Frank Heslin]

Hi Thomas,

I would check to see if these items were accidentally entered with a value in more than just two decimal places.  That is usually the case when I run into similar situations. 

Hope that helps!

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Frank Heslin
Financial Systems Administrator
ExamWorks, Inc.
Atlanta GA

Member, GPUG Advisory Committee
Chairman, Georgia Regional GPUG Chapter
Summit 2016 Track Leader

GP2015 R2
MR CU14

Follow me on Twitter: @Automate_It

GPUGGA – http://www.gpug.com/Atlanta

*** Help Us, Help You…provide enough info so that we don’t have to ask for more:) ***
*** If you solve your issue please share the solution to assist others! ***
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[Thomas Hill]

I can understand the problem that might cause, but I am unsure how to determine that.  In the APPLY screens, they do not show.  In INQUIRY they only show the 2-decimals.  

Yesterday we had a batch get “hung up”, a net zero check clearing a large number of invoices paid by credit card that were being cleared with a credit memo for the credit card.  Now all of those items appear to be “stuck” on the Aging.  

Batch Recovery does not recover the batch to complete out the process.  Very frustrating.

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Thomas Hill
Accounts Payable – Expense Processing
M&A Technology, Inc.
Carrollton TX
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[Frank Heslin]

Did you get an error message when trying to post the batch?  You may have to Unapprove the batch  & print the Check Edit list to see what specifically which transaction(s) are causing your issue.

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Frank Heslin
Financial Systems Administrator
ExamWorks, Inc.
Atlanta GA

Member, GPUG Advisory Committee
Chairman, Georgia Regional GPUG Chapter
Summit 2016 Track Leader

GP2015 R2
MR CU14

Follow me on Twitter: @Automate_It

GPUGGA – http://www.gpug.com/Atlanta

*** Help Us, Help You…provide enough info so that we don’t have to ask for more:) ***
*** If you solve your issue please share the solution to assist others! ***
————————————————————————-

[Shari Bruno]

Hi Thomas,

After credits or payments are fully applied to an invoice without using the Select Payables Checks process, the zero balance will remain until a remittance is run on the vendor.  I would suggest creating a Select Payables Check batch for that vendor only, remove any current invoices or credit memos so that there is a zero balance for the vendor, and Print Checks.  This should take you to a remittance window where you can print a copy of the remittance that details the applied items, and then post to remove the fully applied documents.

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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[Thomas Hill]

When we apply credits to invoices, we post and run a zero check right then.  Some of these have occurred when a posting routine was “interrupted”.  Some we do not know.  We have one item that shows in batch recovery, but batch recovery errors out and loops us to go to batch recovery.

The owner does not understand why we can’t “clean it up”.

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Thomas Hill
Accounts Payable – Expense Processing
M&A Technology, Inc.
Carrollton TX
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[Shari Bruno]

One of our companies had a transaction that kept looping through Batch Recovery and our partner had to remove it.  I don’t work in SQL but if you do, I’m sure there’s someone on this board who can tell you where to find the transactions to remove them.

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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[Frank Heslin]

Thomas,

If you have access to SQL what is the value in the BCHSTTUS field in SY00500 in the Company database?

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Frank Heslin
Financial Systems Administrator
ExamWorks, Inc.
Atlanta GA

Member, GPUG Advisory Committee
Chairman, Georgia Regional GPUG Chapter
Summit 2016 Track Leader

GP2015 R2
MR CU14

Follow me on Twitter: @Automate_It

GPUGGA – http://www.gpug.com/Atlanta

*** Help Us, Help You…provide enough info so that we don’t have to ask for more:) ***
*** If you solve your issue please share the solution to assist others! ***
————————————————————————-

[Bruce Strom]

You are probably going to have to call in your partner or someone who has SQL and Great Plains knowledge to fix the apply to records with a SQL query.

Or you can try voiding the problem transaction(s) and re-processing them, ideally with a dot after the original document number, so GP sees it as a new document number. This sometimes can be problematic.

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Bruce Strom
Programmer
Associated Grocers of Florida
sunrise FL
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[Blair Christensen]

Thomas,

I’ve been fighting with some of these as well – most caused because of a currency conversion (Canadian to US) which leaves behind decimal cents differences.  If it is a similar case to yours, you can use the following to remove the invoice from the A/R using the following:

Run this to see what the calculated remaining open A/R is on any given invoice off your Open A/R report:

select SLSAMNT, ORTRXAMT, TRDISAMT, SLSAMNT – ORTRXAMT as NewTRDISAMT, CURTRXAM

from RM20101

where DOCNUMBR = ‘<your invoice # here>’

/*

UPDATE RM20101

SET ORTRXAMT = 4424.68

, CURTRXAM = 0

--, SLSAMNT = 23629.96 - 1620

where DOCNUMBR = 'PEK0040288'

*/

The second statement is to manually change the values.  SLSAMNT is the Sales Amount and ORTRXAMT is what has been applied against it.  For the item to clear from the A/R they have to be equal – down to fractions of pennies.  If you have a Trade Discount (TRDISAMT) it needs to be factored in.  For mine, I adjusted only the applied amount (ORTRXAMT) by a penny to match the rounding.  If you have differences greater than this, I don’t recommend this method.

The other potential fix is to run Checklinks against Financials and see what it clears up.  If you have had problems with stuck batches, it would be a good idea to run Checklinks anyways and fix the underlying issues that are probably hiding out of plain sight.

As always, before doing any kind of manual changes or running checklinks, make sure to get a complete backup while no one is using the system.

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Blair Christensen
Database Administrator
Oppenheimer Companies, Inc.
Boise ID
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[Thomas Hill]

Thank you.  Our GP Administrator did run Checklinks.   It fixed some things and made some worse.  

I do appreciate the feedback and suggestions from everyone.

——————————
Thomas Hill
Accounts Payable – Expense Processing
M&A Technology, Inc.
Carrollton TX
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