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

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This article describes how to correct a situation where a credit memo is applied incorrectly to an invoice in Payables Management in Microsoft Dynamics GP.

Applies to:   Microsoft Dynamics GP
Original KB number:   953223

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.

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

  1. On the Transactions menu, point to Purchasing, and then select Void Historical Transactions.
  2. In the Void Historical Payables Transactions window, select the Void checkbox for the credit memo that you want to void.
  3. Select Void.
  4. When you are prompted to print posting journals, select the appropriate destination, and then select 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 select 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. Select Post.
    4. Close the Payables Transaction Entry window. When you are prompted to print posting journals, select the appropriate destination, and then select 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 select Apply Payables Documents.
    2. In the Vendor ID list, select the vendor with the dummy invoice.
    3. In the Document No. list, select the appropriate credit memo.
    4. Select the apply checkbox that is next to the dummy invoice that you created.
    5. Select OK.

  3. Void the credit memo. To do this, follow these steps:

    1. On the Transactions menu, point to Purchasing, and then select Void Historical Transactions.
    2. In the Void Historical Payables Transactions window, select the Void checkbox for the credit memo that you want to void.
    3. Select Void.
    4. When you are prompted to print posting journals, select the appropriate destination, and then select 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 select Void Open Transactions.
    2. In the Vendor ID list, select the vendor with the invoice that you want to void.
    3. Select the Void checkbox for the dummy invoice that you want to void.
    4. Select Void.
    5. When you are prompted to print posting journals, select the appropriate destination, and then select 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. In Microsoft Dynamics GP, on the Microsoft Dynamics GP menu, point to Tools > Utilities > Purchasing, and then select Remove Transaction History.

    2. In the Ranges list, select Voucher Number or Document Number to create a restriction for the specific dummy invoice.

    3. In the From and To fields, type the voucher number or document number for the dummy invoice.

    4. Select the following check boxes in the Remove section:

      • Transactions
      • Distributions

    5. Select the Report checkbox, and then select Process.

    6. When you are prompted to print the report, select the appropriate destination, and then select OK.

    7. Close the Remove Payables Transaction History window.

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