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Evo-ERP and DBA Classic >> Accounting >> A/P - B (Enter Vouchers)
http://www.istechforum.com/YaBB.pl?num=1050499165

Message started by ddalman on 04/16/03 at 07:19:25

Title: A/P - B (Enter Vouchers)
Post by ddalman on 04/16/03 at 07:19:25

Hi,

I am on version 2001.1. I am trying to back out an A/P voucher entered back in Jan. Normally you can just enter the vendor name and invoice number and it will give you the choice to either back out the entry or reverse it. However, I am not getting that option. Instead I get a pop up window that says that invoice number already exists in the vendor file and it won't let me do anything else. This is the 2nd time this has happened and I don't know why. The invoice shows up on the vendor aging, but it does not appear in A/P-B and doing a look up on invoices for that vendor. How do I get rid of this invoice? Does any one know why this happens every now and then?

Thanks,
Denise
ddalman@iserv.net

Title: Re: A/P - B (Enter Vouchers)
Post by David Waldmann on 04/16/03 at 08:09:34

Try to do a lookup and select it there instead of typing it in.

Title: Re: A/P - B (Enter Vouchers)
Post by Lynn_Pantic on 04/16/03 at 08:21:29

Are you sure it was originally entered in AP-B? If it was a PO Invoice from AP-C or a transfer from commissions or payroll, then you can't reverse it.

Title: Re: A/P - B (Enter Vouchers)
Post by ddalman on 04/16/03 at 09:09:05

Yes, it was entered as a voucher in A/P-B. It was not a purchase order or a commission. I have tried to do the look up on it, but it shows no invoices for this vendor yet it shows up on the vendor aging and also under A/P-F (Pick vouchers to pay). Normally I can back out an invoice or reverse it, but for some reason this one just keeps saying that invoice number already exists. Any ideas?

Title: Re: A/P - B (Enter Vouchers)
Post by dameng on 04/17/03 at 00:02:14

you will probably need to take note of the a/p invoice number, and using Maintain Database, go and look into the BKAPINVT.B and BKAPCHKH.B or .Bxx where xx is the company code of your data. and search for that invoice number. chances are you are either missing the entire record in the BKAPCHKH.B or the data for that invoice doesn't exactly match the record transaction also recorded in the BKAPINVT.

THE other thing could also be, make sure that that specific invoice has two transactions in the BKAPINVT.B, usually the 1st one is the record of the invoice when created, and the 2nd one is the record when paid.

if you need further assistance let me know.

Title: Re: A/P - B (Enter Vouchers)
Post by trumed on 04/17/03 at 15:42:13

I had the very same problem. You need to get the latest patch from DBA (this actually was available in January but not sent out). This will prevent new problems created when voiding checks and reversing invoices. Unfortunately, you will need to go into maintain database to fix the existing problem. :(

Title: Re: A/P - B (Enter Vouchers)
Post by Theran on 12/09/03 at 18:34:18

I have the same problem and I have identified the invoices and have found the records in the database files that you have listed. Now what? You don't say how to fix the records. Do I delete them? Or change them?

Please advise

Title: Re: A/P - B (Enter Vouchers)
Post by Laura Oliver on 02/10/16 at 10:56:42

ddalman wrote:

I have this probem.

Fixed half of the problem....

BKAPINVT.---For some reason the dollars values of the voided check were in the BKAP_INVT_AMTRM column and there was 0 in the BKAP_INVT_AMT column
I zeroed out BKAP_INVT_AMTRM and I put the correct dollar amount in BKAP_INVT_AMT where there had been a zero. This made the invoices no longer show up in AP-F (pick vouchers/invoice to pay) YAY!

But sadly it did not fix AP-I. the invoices are still showing in AP-I

edited ... I added these quotes from Lynn ..

Lynn_Pantic wrote:

Use Maintain Database on the BKAPINVT and BKAPCHKH files and look for the matching entries, or brute force, find the entry based on vendor and invoice date in BKAPINVT and just delete it if its 15 years old.

Lynn_Pantic wrote:

There is a utility program FIXAPAGE.RUN that should help but once it is run, there may be a few stragglers that will need to be edited in Maintain Database. The latest version of the utility is available at www.istechsupport.com/dl/fixapage.zip; unzip to DBAMFG and run FIXAPAGE at UT-A

Once it is run, to clean up any stragglers, you need to use Maintain Database and find the invoices in the BKAPINVT file and make note of the "Invoice Number" which is actually a reference number and then open the BKAPCHKH file and find the payment(s) associated with the invoice (based on vendor code and invoice date) and edit the Invoice number to match the entry in BKAPINVT so the Aging program can match them up. Or, if they are extremely old entries and you don't care about the history that far back, you can delete the entry from BAKPINVT.

Lynn_Pantic wrote:

The AP-I and AP-F programs use different logic. AP-F looks at the AMTRM field (amount remaining) in BKAPNIVT (invoice file) while AP-I starts with the original amount in BKAPINVT and then subtracts based on payments in BKAPCHKH (payment file) up through the "as of" date of the aging. Sounds like you have BKAPCHKH records that aren't linking right with the original invoices, causing paid invoices to show on the aging with a balance due even though the amount remaining is actually 0. Take a look at both files in Maintain Database, email me if you need help sorting it out.