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GP 2010 -- Sales (Customer Card)

Posted on 2013-12-03
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Last Modified: 2013-12-05
We have a customer (JoeEnd) that has several different accounts.  For example JoeEnd01, JoeEnd02, JoeEnd03 -- through JoeEnd09.   If we apply a payment to JoeEnd03 and then find out later that it was posted incorrectly, how can we re-direct this payment to JoeEnd06.  We know that we can unapply the payment but then it has to still be applied within the same customer card, JoeEnd03.  Can this be done on the front-end of GP or do we need to do this in the backdoor (SQL).  Thanks!
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Question by:pstre
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by:Victoria Yudin
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There is really no way to do this in the GP user interface as you have it set up. I also strongly recommend not even trying to do this in SQL. There are way too many related tables that would need to be updated and you run the risk of ending up with corrupted data.

If the payments have already been posted your two ways of handling this are:
Void the payment and re-enter it under the correct customer. This might cause issues with Bank Rec if you are using it, so this is only realistic if the payment was entered very recently.
Enter a debit memo for the 'wrong customer' and a credit memo for the 'right customer'. Apply the payment already posted to the debit memo, apply the credit memo to the invoice(s) that it should have paid.

For the future, you may want to look at the National Accounts module in Dynamics GP to address this better. You can create a 'parent' customer for JoeEnd, and assign all the individual JoeEndXX customers as 'children' of this parent. When you enter payments, enter them under the JoeEnd parent account and you can apply them to any invoices for any of the child accounts.
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by:pstre
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We have National accounts now; however, there are still payments in the wrong place (before we starting using National accounts).  To get these old incorrectly applied payments correct, if we void the payment, will the original invoice now be outstanding so that we can apply the payment correctly to it?
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by:Victoria Yudin
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Yes, if you void a payment, any invoices it was applied to will now become unapplied. However, if these are in hisrory, you will need to use the PSTL tool to unapply them first before voiding. And if you are using Bank Rec, you may need to do something else in Bank Rec to clean this up.
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by:pstre
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If we void a payment on JoeEnd03 and the invoice is now unapplied, can we apply the payment to JoeEnd07 or do we have to stay within the same customer, JoeEnd03?

Our problem is that before we started using National Accounts, payments were applied to the wrong customer (for example, JoeEnd03 rather than JoeEnd07) and we are trying to getting the payments applied to the correct customer.
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Victoria Yudin earned 500 total points
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In out of the box GP there is nothing you can do to accomplish this. You can only apply transactions to the same customer (so from Customer ABC to Customer ABC) OR from a partner to a child if using national accounts.

There is a customization that Microsoft sells and that one of my customers is using that would let you apply a payment or credit from one child customer to an invoice of another child customer when you are using National Accounts. This is something you would need to talk to Microsoft or your GP Partner about.

Otherwise, you would need to either void/re-enter or do the credit memo/debit memo transactions.
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