Correcting POP transactions after you Received Invoiced and Posted
Posted Wednesday, January 25th, 2012
it happens from time to time…you receive items and match receipts and invoice to the wrong Purchase Order in Dynamics GP. Then only to discover that mistake right after you have posted the Receipts, Invoices, everything, Ops! If you have ever done this you are not alone.
And…then the question is, “How do you Void the invoice and reverse the transaction after you have received and posted?”
If we use the logic from other modules, Payables Management, Banking, GL etc….our minds would tell us that we can just “VOID” the invoice or transaction. However, in relating to the Purchase Order Processing module it is not the case after we have posted.
The short version: Is that once a Purchase Order has been received against, invoiced and posted it is concidered “Closed” by Dynamics GP. Meaning there is no going back. However, before you post, in most cases depending on your setup, you do have the option to change, void or delete. But remember this is before you have posted.
In our example we have already posted to Dynamics GP….and we need to correct this type of transaction mishap. What we can do is go to the Returns window (Transactions>>Purchasing>>Returns Transaction Entry) and enter in a “Return w/Credit” type invoice which will back out the transaction.
Then if you need to re-enter the Vendor’s invoice either create a new PO, Receive and Enter the Vendor invoice or just go to the “Receivings Transaction Entry” window (Transactions>>Purchasing>>Receivings Transaction Entry) and enter the invoice in as the “Type” of “Shipment/Invoice” without a Purchase Order.
This will then increase your inventory and accounts payable account which in our scenario is the desired outcome.
Since this process has a few steps I created a quick document you can download and follow.
POP Correcting transactions after Posting
Until Next Time….
Tags: Dynamics GP correcting PO receipt invoice, Dynamics GP correcting POP transactions, Dynamics GP Purchase Order Processing
Posted in Dynamics GP, Purchasing
Amy Walsh
Amy Walsh is an Accountant and Senior Consultant with I.B.I.S., Inc. As well as, Microsoft Certified Business Management Solutions Professional - Dynamics GP
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