How to void a credit memo that is applied incorrectly to an invoice in Payables Management in Microsoft Dynamics GP


Source: Microsoft Support

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INTRODUCTION


Sometimes credit memos are applied incorrectly to an invoice. This can occur manually when you apply a credit memo to a specific invoice, and then discover that the credit memo should have been applied to a different invoice. This can also occur automatically when you perform a check run with the option to automatically apply existing unapplied credit memos. In addition, frequently users incorrectly assume that when a check is voided, the credit memos are automatically unapplied.

More Information


A credit memo is fully applied to a single invoice or to multiple invoices

  1. On the Transactions menu, point to Purchasing, and then click Void Historical Transactions.
  2. In the Void Historical Payables Transactions window, click to select the Void check box for the credit memo that you want to void.
  3. Click Void.
  4. 4.When you are prompted to print posting journals, select the appropriate destination, and then click OK.
  5. Close the Void Historical Payables Transactions window.

A credit memo is partially applied to a single invoice or to multiple invoices

  1. Create a dummy invoice for the amount remaining on the apply document. To do this, follow these steps:

    1. On the Transactions menu, point to Purchasing, and then click Transaction Entry.
    2. In the Payables Transaction Entry window, create an invoice for the vendor with the credit memo that you want to void. Enter a value in the Purchases field for the amount remaining on the credit memo, and then leave the Batch ID field blank.
    3. Click Post.
    4. Close the Payables Transaction Entry window. When you are prompted to print posting journals, select the appropriate destination, and then click OK.
  2. Apply the dummy invoice to the credit memo. To do this, follow these steps:

    1. On the Transactions menu, point to Purchasing, and then click Apply Payables Documents.
    2. In the Vendor ID list, click the vendor with the dummy invoice.
    3. In the Document No. list, click the appropriate credit memo.
    4. Click to select the apply check box that is next to the dummy invoice that you created.
    5. Click OK.
  3. Void the credit memo. To do this, follow these steps:

    1. On the Transactions menu, point to Purchasing, and then click Void Historical Transactions.
    2. In the Void Historical Payables Transactions window, click to select the Void check box for the credit memo that you want to void.
    3. Click Void.
    4. When you are prompted to print posting journals, select the appropriate destination, and then click OK.
    5. Close the Void Historical Payables Transactions window.

  4. Void the dummy invoice. To do this, follow these steps:

    1. On the Transactions menu, point to Purchasing, and then click Void Open Transactions.
    2. In the Vendor ID list, click the vendor with the invoice that you want to void.
    3. Click to select the Void check box for the dummy invoice that you want to void.
    4. Click Void.
    5. When you are prompted to print posting journals, select the appropriate destination, and then click OK.
    6. Close the Void Open Payables Transactions window.

  5. Remove the dummy invoice from the history tables (optional). To do this, follow these steps:
    1. Follow the appropriate step:
      • In Microsoft Dynamics GP 10.0, on the Microsoft Dynamics GP menu, point to Tools, point to Utilities, point to Purchasing, and then click Remove Transaction History.
      • In Microsoft Dynamics GP 9.0 and Microsoft Business Solutions – Great Plains 8.0, on the Tools menu, point to Utilities, point to Purchasing, and then click Remove Transaction History.
    2. In the Ranges list, click Voucher Number or Document Number to create a restriction for the specific dummy invoice.
    3. In the From field and the To field, type the voucher number or document number for the dummy invoice.
    4. Click to select the following check boxes in the Remove section:
      • Transactions
      • Distributions
    5. Click to select the Report check box, and then click Process.
    6. When you are prompted to print the report, select the appropriate destination, and then click OK.
    7. Close the Remove Payables Transaction History window.

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