Voiding a Partially Applied Payables Transaction in Microsoft Dynamics GP

Posted on: May 8, 2017 | By: Jim Bertler | Microsoft Dynamics GP

Dynamics GP makes voiding payables documents simple. However, voiding some payables documents can lead to this error message:

 

GP does not let a user void a document where the unapplied amount is greater than zero. So, how exactly do we void a partially applied payables transaction? There is no short answer, but there is a workaround that involves these steps:

  1. Fully apply the transaction. (This might involve creating a ‘dummy’ invoice if there is nothing else to apply it to.)

  2. Void the now historical transaction. (And void the ‘dummy’ invoice if you had to create one.)

Step 1:

In this example, the goal is to void a credit memo $300.00 credit memo, of which $157.70 is unapplied. Therefore, a document that adds $157.70 to the vendor balance must be created and applied to the credit memo.

 

  1. Navigate to Transactions – Purchasing -Transaction Entry.

  2. Select either Invoice or Misc. Charge for the Document Type.

  3. Enter the Vendor and Doc. Date (the date doesn’t much matter, as this will be voided a few steps down).

  4. Enter the unapplied amount of the credit memo under Purchases (in this example, $157.70).

  5. The GL distributions do not matter here either, as again, this will be voided. However, make sure that they are all there so there is no issue with posting this transaction.

  6. Post this transaction

 

Now it’s time to fully apply the credit memo:

  1. Navigate to Transactions – Purchasing – Apply Payables Documents.

  2. Select the Vendor.

  3. Click on the looking glass icon next to the Document No. at the top right and select the credit memo.

  4. Apply it to the invoice you just posted.

  5. Click OK to close the Apply window.

 

Step 2:

Since the credit memo is now fully applied, it is in history. To void it:

 

  1. Navigate to Transactions – Purchasing – Void Historical Transactions

  2. Select the transaction, change the date(s) if needed, and Void.

  3. Now the ‘dummy’ invoice/misc. charge is unapplied (and is thus Open), to void it

  4. Go to Transactions | Purchasing | Void Open Transactions
  5. Select the Vendor and the ‘dummy’ invoice/misc. charge and Void
  6. Now, the credit memo and ‘dummy’ invoice/misc. charge have been completely voided.

 

 

 

For further information about Microsoft Dynamics GP implementation contact Logan Consulting for your free consultation now!



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