How to void or delete sales documents in Receivables Management and Sales Order Processing in Microsoft Dynamics GP

Article ID: 950706 - View products that this article applies to.
Source: Microsoft Support

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INTRODUCTION

This article describes how to void or delete saved and posted Receivables Management (RM) transactions and Sales Order Processing (SOP) transactions. It also describes which documents are voidable.

More information

There are two sections, one for saved sales documents and one for posted sales documents.

Saved sales documents

How to delete Receivables Management (RM) documents

You can delete all saved RM documents. There is no option to void. To delete all saved RM documents, follow these steps:
  1. On the Transactions menu, point to Sales, and then click Transaction Entry.
  2. Select the document that you want to delete.
  3. Use the appropriate step:
    • In Microsoft Dynamics GP 10.0, click Actions, and then click Delete.
    • In Microsoft Dynamics GP 9.0 or Microsoft Business Solution – Great Plains 8.0, click Delete.

How to void Sales Order Processing (SOP) documents

When you post a sales invoice, the document is posted to the Sales Order Processing history tables. You can void the following unposted or saved SOP documents:
  • Quote
  • Order
  • Invoice
  • Return
  • Back Order
To void these saved SOP documents, follow these steps:
  1. On the Transactions menu, point to Sales, and then click Sales Transaction Entry.
  2. Select the document that you want to void.
  3. Use the appropriate step:
    • In Microsoft Dynamics GP 10.0, click Actions, and then click Void.
    • In Microsoft Dynamics GP 9.0 or Microsoft Business Solution – Great Plains 8.0, click Void.

Posted sales documents

How to void Receivables Management documents

You can void the following posted Receivables Management documents:
  • Invoice
  • Debit Memo
  • Finance Charges
  • Service and Repairs
  • Credit on Account
  • Returns
  • Payments
You can void both posted transactions that were created in Receivables Management and posted transactions that were created in Sales Order Processing.

To void posted transactions that were created in Receivables Management, follow these steps:
  1. On the Transactions menu, point to Sales, and then click Posted Transactions.
  2. Enter the customer ID in the Customer ID field, select document type in the Document Type field, and then enter the document number in the Number field.
  3. Use the appropriate step:
    • In Microsoft Dynamics GP 10.0, click Actions, and then click Void.
    • In Microsoft Dynamics GP 9.0 or Microsoft Business Solution – Great Plains 8.0, click Void.
When you try to void documents in Receivables Management that are originated in Sales Order Processing, you will receive the following message:
This transaction didn't originate in Receivables Management. Reversing entries will be made in Receivables Management and General Ledger only. Do you want to continue?

To correctly reverse the effect of posting the Sales Order Processing invoice, follow these steps:
  1. Create a Return transaction in Sales Order Processing. To do this, follow these steps:
    1. On the Transactions menu, point to Sales, and then click Sales Transaction Entry.
    2. Use the appropriate step:
      • In Microsoft Dynamics GP 10.0, click Create Return on the Additional menu of the Sales Transaction Entry window.
      • In Microsoft Dynamics GP 9.0 or Microsoft Business Solution – Great Plains 8.0, point to Additional on the Extras menu, and then click Create Return.

        Note Click OK if you receive an error message resembles the following:
        The RMA Type selected is invalid for this process.
    3. In the Create Return window, clear the Create RMA check box, and then click OK.
    4. Enter the required information to create a SOP Return transaction.
  2. Use the appropriate step:
    • In Microsoft Dynamics GP 10.0, click Actions, and then click Post.
    • In Microsoft Dynamics GP 9.0 or Microsoft Business Solution – Great Plains 8.0, click Post.
  3. Apply the Return transaction to the original invoice. To do this, follow these steps:
    1. On the Transactions menu, point to Sales, and then click Apply Sales Documents.
    2. Enter the customer ID in the Customer ID field, select Returns in the Type field, select the newly created return transaction in the Document No. field, and then select the invoice that you voided in Receivables Management.
    3. Click OK.


    This will reverse the effect of posting to General Ledger, Inventory (if registered), and Receivables Management.

How to handle Sales Order Processing documents

When an invoice has been posted, it cannot be voided in Sales Order Processing. The return is the recommended way to reverse an invoice that has been created in error.
  1. Create an SOP Return in SOP. To do this, follow these steps:
    1. On the Transactions menu, point to Sales, and then click Sales Transaction Entry.
    2. Use the appropriate step:
      • In Microsoft Dynamics GP 10.0, click Create Return on the Additional menu of the Sales Transaction Entry window.
      • In Microsoft Dynamics GP 9.0 or Microsoft Business Solution – Great Plains 8.0, point to Additional on the Extras menu, and then click Create Return.

        Note Click OK if you receive an error message resembles the following:
        The RMA Type selected is invalid for this process.
    3. In the Create Return window, clear the Create RMA check box, and then click OK.
    4. Enter the required information to create a SOP Return transaction.
  2. Select Return in the Type/Type ID field, select the sales invoice document number in the Document No. field, and then select the customer ID in the Customer ID field.
  3. Set the items to return.
  4. Use the appropriate step:
    • In Microsoft Dynamics GP 10.0, click Actions, and then click Post.
    • In Microsoft Dynamics GP 9.0 or Microsoft Business Solution – Great Plains 8.0, click Post.
  5. Post the return or save it to a batch.
  6. Apply the Return transaction to the RM invoice. To do this, follow these steps:
    1. On the Transactions menu, point to Sales, and then click Apply Sales Document.
    2. Enter the customer ID in the Customer ID field, select Returns in the Type/Type ID field, select the newly created return transaction in the Document No. field, and then select the invoice that you voided in Receivables Management.
    3. Click OK. This will zero out the amount remaining for the Invoice.
Note This process will increase inventory, an SLSTE batch will be created in General Ledger and a return will be created in RM which was applied in step 7.

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MICROSOFT AND/OR ITS SUPPLIERS MAKE NO REPRESENTATIONS OR WARRANTIES ABOUT THE SUITABILITY, THE RELIABILITY OR THE ACCURACY OF THE INFORMATION THAT IS CONTAINED IN THE DOCUMENTS AND THE RELATED GRAPHICS PUBLISHED ON THIS WEB SITE (THE “MATERIALS”) FOR ANY PURPOSE.

THE MATERIALS MAY INCLUDE TECHNICAL INACCURACIES OR TYPOGRAPHICAL ERRORS AND MAY BE REVISED AT ANY TIME WITHOUT NOTICE. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, MICROSOFT AND/OR ITS SUPPLIERS DISCLAIM AND EXCLUDE ALL REPRESENTATIONS, WARRANTIES, AND CONDITIONS WHETHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING BUT NOT LIMITED TO REPRESENTATIONS, WARRANTIES, OR CONDITIONS OF TITLE, NON-INFRINGEMENT, SATISFACTORY CONDITION OR QUALITY, MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THE MATERIALS.

Properties

Article ID: 950706 - Last Review: July 14, 2012 - Revision: 3.0
Applies to
  • Microsoft Dynamics GP 10.0
  • Microsoft Dynamics GP 9.0
  • Microsoft Business Solutions–Great Plains 8.0
  • Receivables Management
  • Sales Order Processing
Keywords: 
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