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Collections- unapplying payments

  • 1.  Collections- unapplying payments

    Posted 17 days ago
    I have been given the task of reconciling our sales accounts. I discovered that some of the payments received have not been applied to the invoices that were listed on the payments. This is making it hard to tell the customer which invoice's they have not paid. I am trying to find a way to unapply the payments and reapply the payments to the correct invoices. Is there a way to unapply all of the payments to one vendor?

    Thank you,
    Chad Hastings

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    Chad Hastings
    Staff Accountant
    TREAN Corporation
    Wayzata MN
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  • 2.  RE: Collections- unapplying payments

    TOP CONTRIBUTOR
    Posted 17 days ago
    Hi Chad.

    Couple things to note here, once the payment is applied fully to an invoice the payment and the invoice -once fully applied- moves to the historical table.  In order to be able to unapply the payment to the wrong invoice you can use the PSTL tool to unapply, using the RM Transaction Unapply Sales Tool.  Once you unapply using the tool then you can go into the Sales > Transactions > Apply Sales Documents window to apply the payment to the correct invoice.  Let me know if you have any questions.



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    Kristen Hosman
    Independent Dynamics ERP Consultant
    Mount Evans Consulting LLC
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  • 3.  RE: Collections- unapplying payments

    TOP CONTRIBUTOR
    Posted 17 days ago
    Caveat, always print the unapply report only to make sure the transaction balances, then process it for real if the report is okay.

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    Bruce Strom
    Programmer Analyst
    Associated Grocers of Florida / Supervalu
    Sunrise FL
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  • 4.  RE: Collections- unapplying payments

    GPUG ALL STAR
    Posted 16 days ago
    To add to Bruce Strom's reply. If it does not balance be prepared to unapply and then run the Reconcile > Document Balance which should fix the issue. You can also run this as a report first before actually having the process update the information.

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    Bert Green
    GP Developer/GP Administrator
    Berger Transfer & Storage, Inc.
    Saint Paul MN
    GP2015/MR CU11
    GPUG All Star 2017
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  • 5.  RE: Collections- unapplying payments

    TOP CONTRIBUTOR
    Posted 16 days ago

    I wish to push back gently at Bert's response.  What happened was that the user called me in panic after they pushed the button and I had to puzzle through the SQL query to fix the data, and it was quite a puzzle.  Whether the document reconcile procedure would have fixed it I do not know, because I did not try it, the data pattern suggested that it would not.  It was a complex cash application affecting dozens and dozens of invoices and credit memos and payments.

    My advice for anyone who tries to unapply a complex transaction and the report shows the unapply will not balance, is for the user to restore the production database to a test database and then tinker with it.  The code for the Great Plains core modules is as perfect as code can be perfect, but what we can never control is procedures that do not run to completion yielding partial or duplicate data in the work and history files.

    I also want to emphasize that these situations are EXTREMELY RARE, I only encountered this situation once in the dozen years that GP was live in our company.



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    Bruce Strom
    Programmer Analyst
    Associated Grocers of Florida / Supervalu
    Sunrise FL
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