Solved

GP Paid invoices show OPEN

Posted on 2010-09-03
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Last Modified: 2013-12-11
I have an invoice that has applied credits to match the total of the invoice
Other invoices for the same vendor were processed in a batch
After printing the check the invoice and credit are still OPEN, but if I try to Apply to Payment or create a new batch I get nothing.
All the transactions are for the same vendor.
I am using GP9 SP3 on a windows server 2003, SQL2005.
I have tried to void the check, un-apply, recreate the batch and pay...same result as above, the same check and credits still show open.
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Question by:czarubah
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Expert Comment

by:Steve Endow
ID: 33601906
Hi,

That does sound strange.  I just did a test in the Fabrikam company and confirmed that as soon as I fully apply a credit memo, it immediately moves to history, and as soon as an invoice has been fully paid with credit memos, it too moves immediately to history.  I suppose there could be some AP option I'm missing, but...

Does this issue only happen with one vendor?  Or multiple vendors in your company database?

Can you login to the Fabrikam company and test it there?  I created an invoice for $300, then created three $100 credit memos for that vendor.  I then applied each of the credit memos, and they immediately went to history, and then after applying the third credit, the invoice went to history as well.

If you only have the issue with one vendor, and if it works fine in Fabrikam, then it sounds like there might be a problem with the vendor, which seems strange, but I suppose it is possible.  If Fabrikam has the same issue, then it could be that the apply + move to history process is encountering an issue and is not completing properly.  (i.e. a database trigger issue is causing the GP process to fail)

Let me know if this is an issue with other vendors, and if Fabrikam appears to work properly.

Thanks,

Steve Endow
Dynamics GP Certified Trainer
Dynamics GP Certified Professional


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Author Comment

by:czarubah
ID: 33612638
Steve,

I only happens with one vendor...unfortunately this is our most active vendor and thus there are lots of invoices and credit memos.

After doing a little more digging it looks like this happens when a process get interrupted (a GP hiccup) and we had a bad one a while ago. the invoices and credit memo are from that time. i found this link and I will be reviewing the options to see if it can applied to my case http://www.eggheadcafe.com/software/aspnet/35826449/invoice-paid-still-shows-as-open.aspx.

To answer your other comment abut using Fabrikam, I have a full test library in which I can do all the tests and if the process is not interrupted it always works as described. I cannot duplicate the interruption or hiccup.

some of the error messages make no sense, like "Partial payment applied" I cannot find a process by which to produce a "partial payment". I cannot un-apply the credits either, so I'm assuming that I may have a corrupt PM table. Correct if I'm wrong, but if credits are applied, they move from PM20000 to PM10200 and when the invoices are closed then all records are moved to history?

Ivan
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Expert Comment

by:Steve Endow
ID: 33613480
Hi,

That is actually somewhat good news that it is only one vendor.

I think the recommendations in the thread you sent make sense.  Make sure to have a backup, or refresh a test copy of your company, and then run Reconcile first, on that one vendor only.  

If that doesn't resolve it, run Checklinks on the Payables History, Payables Transaction and Vendor Master files.  

I would recommending saving the error reports to file so that you can more easily reference them if they do show any errors or make any corrections.

Thanks,

Steve Endow
Dynamics GP Certified Trainer
Dynamics GP Certified Professional


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Author Comment

by:czarubah
ID: 33621973
I have tried all your suggestions before I posted this question.

The issue seems to be related to a failed check run. Theoretically GP should be able to resolve the "broken" chain, but as I mentioned above, the error messages during the normal GP functions don't make sense.

I'm going to keep this question open for a few more days.

Thanks,
Ivan Peraza
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LVL 18

Expert Comment

by:Steve Endow
ID: 33623352
Hi Ivan,

If a check posting process was interrupted, and if Check Links did not resolve it, then you will probably need to either open a support case with Microsoft or contact your GP partner for assistance.

They should be able to provide you with some queries to run against the vendor transaction records to identify the problem, such as transactions flagged as fully paid, but not moved to history, etc.

Thanks,

Steve Endow
Dynamics GP Certified Trainer
Dynamics GP Certified Professional


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Author Comment

by:czarubah
ID: 33632360
thank you for your help
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Expert Comment

by:Abdulmalek_Hamsho
ID: 36961078
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Accepted Solution

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czarubah earned 0 total points
ID: 37040444
This remark is to close the Open question.
1. None of the posted suggestions worked for me.
2. the link posted byAbdulmalek_Hamsho is not really related to my issue

I did find a way to accomplish the task using a combination of SQL queries and GP A/P processes.
Here is a brief description

1. Put on hold all the open invoices for the specific vendor n hold using a query:
update pm20000 set hold =1 where vendorid='217266'
2. Remove the hold for some of the invoices that need to be closed: update pm20000 set hold =0 where (DOCDATE between '12/11/2010' and '12/27/2010') and vendorid='217266'
3. Go to GP and Pay those invoices...normal GP process all the way to Posting to the G/L.
Repeat as necessary.
The reason for doing it this way was that the checks had already been written and thus each batch of invoices need to tie to the original ACH

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Author Closing Comment

by:czarubah
ID: 37061270
It's my own solution I'm just closing the open question
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