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Evo-ERP and DBA Classic >> Accounting >> AP-F Invoices Missing
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Message started by usc on 04/20/04 at 13:09:36

Title: AP-F Invoices Missing
Post by usc on 04/20/04 at 13:09:36

Last Friday, 7 vendor invoices were input into DBA. Today we went to select them for payment thru AP-F and we get message, 'Vendor has no open invoices'. At the time of invoice input, there were no error messages.
Looking thru PO receipts and inventory transactions, there are records of each receipt. But today, open invoices do not appear in vendor aging report and of course, they are not selectable for payment. Ran PO-I-F PO Receipts not invoiced and nothing appears for these 7 invoices.
Any ideas what I should look for or possible solutions to this problem?

Thanks in advance,
Greg

Title: Re: AP-F Invoices Missing
Post by aricon on 04/20/04 at 13:53:47

Check in BKAPHPO in Maintain DB and see if you can find the PO numbers. Check to see what the Actual Received date field shows. Bet you it was received to a wrong date..... ;)

Title: Re: AP-F Invoices Missing
Post by Lynn Pantic on 04/20/04 at 14:16:31

What version are you on? I know there was at one time a "mystery bug" causing AP invoices to vanish. I have not had any reports of it in quite a while so it would appear to be fixed, at least in the latest IS Tech Version. Unfortunately, it is not anything we ever put our finger on and actively fixed, but some change to AP-C somewhere along the way seems to have cured it.

Title: Re: AP-F Invoices Missing
Post by usc on 04/20/04 at 14:35:13

Thanks for the replies.

We are running version # 2002.4 7/15/03.

Looking @ record BKAPHPO, the dates listed under BKAP_PO_ISMCDT are 4/14/04 & 4/15/04 like appears in inventory transaction listings. I trust this is the correct field for receipt dates.

Any other thoughts?

Thanks,
Greg

Title: Re: AP-F Invoices Missing
Post by aricon on 04/20/04 at 14:37:22

Actually the date would be in the ACT_REC date field.

Title: Re: AP-F Invoices Missing
Post by Lynn Pantic on 04/20/04 at 17:16:18

If you look in BKAPINVT and the invoices are not there, but look at GL-D, Purchases journal for the day they were invoiced and you have the GL Posting proving you did enter them, then it sounds like another instance of the vanishing invoices. And if you are on 2002.4 with the 7/15/03 patch, that is the latest DBA version so the mystery bug appears to be still with you.

You can use AP-B and put them back in as Beginning Balance vouchers to get them on the aging so you can pay them without hitting the GL. And of course, I encourage you to join IS Tech Support but, in this particular instance, I can only say that something we may have done to AP-C in the past year seems to have fixed this problem.

Title: Re: AP-F Invoices Missing
Post by emaat on 04/22/04 at 16:15:34

We just had this problem for the first time on a single invoice. It showed up in the GL, but would not allow an invoice to be posted since the system could not find a receiver.

I plan to correct the problem as recommended by Lynn, but hoepfully the problem can be found and corrected.

Title: Re: AP-F Invoices Missing
Post by Lynn Pantic on 04/22/04 at 16:37:15

Actually, Eric, you are describing a different problem, one covered in a different thread and one which is definitely still with us but so sporadic we can't isolate the cause. Your problem is, you received a PO and then went to apply the invoice and AP-C said there were no receivers. There are a couple of other threads on this topic, sometimes it is the dates entered in AP-C but there are enough instances that the dates are not the issue that there is something else going on. In this case, the solution is to use a regular voucher in AP-B and post the GL distribution to the PO/RNI account, then manually close the PO.

The original post on this thread related to invoices that were entered fine in AP-C but then a week later had disappeared from the aging and could not be picked to pay. That is a different issue and one that seems to be fixed in the current IS Tech version.

Title: Re: AP-F Invoices Missing
Post by cathyh on 04/23/04 at 10:41:55

Back when we first started using DBA Accounting and Purchasing in earnest ( June 2002) we were having similar problems with DBA saying there were no receivers when we knew there were and the dates were right. We were also having problems with taxes being properly applied. We discovered that setting the PO default "track PO taxes using tax groups" to yes was the culprit for the tax problem, and I believe our other problems seemed to clear up also when we set it to N. I'll admit my memory is a bit hazy on everything that changed, but we don't ever seem to have the missing receiver problem any more.