I am having problems with voiding A/P checks that have more than one PO Invoice on them and need some advice.
 
Voided a check today that had 5 PO Invoices on it.  When all was said and done, the account should have had an outstanding balance of $177.  If I print a Payment history report for this vendor, it does, in fact, show $177 outstanding.
 
However, the Aging is messed up.  There is a large Credit amount in the 90 day column.
 
Looking at the A/P listing I notice the following:
1. A entry with a negitive $ amount equal to the check and dated the date of the check.  (this looks OK to me)
2. An entry with the check number as the reference # and a description that says "Voided Payment #28372".  It as a positive $ amount equal to one of the Invoices on the stub. (Looks OK to me too)
3. An entry with the Vendors Invoice #, Invoice Date, and a positive $ amount equal to that invoice. (This also looks good)
4. The other 4 Invoices that were on this check do not have the entry that has "Voided Payment #28372" as the description.  Instead, the one entry I refered to in #2 above shows a negitive $ amount as remaining that equals the total of thes 4 invoices.
 
That negitive # is the one that is showing up in the 90 day column.
 
I checked some other recently voided A/P checks, and found that when there was 1 or 2 invoices, they seemed to process correctly.  Of The last two voids that have been done, one had 5 vendor invoices (the one in this example) and the other one had 3 (2 of them processed correctly, 1 of them was missing the "Voided Payment #" Entry.
 
Any hints on how to correct this or confirmations of this behavior would be apprecieated.

Thanks for the reply Chas99 (if that's your real name  ).
 
I tried to find the record that had an amount remaining of -1797.13.  This is what shows up in my AP Listing.
 
I can not find any record for this particular vendor with any amount remaining.  At this point, we do not owe this vendor anything, but the aging shows this large negitive amount.
 
Here is what the AP payment history looks like for the check that was voided:
 

Bank Account: My Bank                         Check #:  28461   Date: 03/21/03 
 VH7            28461RI     01/16/03        $146.83       0.00        $146.83 
 VH7            28461RI     02/19/03         377.55       0.00         377.55 
 VH7            28461RI     02/19/03          76.26       0.00          76.26 
 VH7            28461RI     02/19/03         436.51       0.00         436.51 
 VH7            28461RI     02/19/03         103.33       0.00         103.33 
 VH7            28461RI     02/19/03       1,181.03       0.00       1,181.03 
 VH7            28461RI     01/16/03           0.00       0.00        -146.83 
 VH7            28461RI     02/19/03           0.00       0.00        -377.55 
 VH7            28461RI     02/19/03           0.00       0.00         -76.26 
 VH7            28461RI     02/19/03           0.00       0.00        -436.51 
 VH7            28461RI     02/19/03           0.00       0.00        -103.33 
 VH7            28461RI     02/19/03           0.00       0.00      -1,181.03 
                                                                                     ============ 
                                                                        $0.00 
 

Here is what the aging of only open items looks like:

 
 Vendor Name                 Inv Number Inv Date  Days  Current       30  days     60  days     90  days     120 days     Total      Cur 
 -------------------------   ---------- -------- ----- ------------ ------------ ------------ ------------ ------------ ------------ --- 
 HOCHIKI AMERICA CORPORATIO   28461RI   02/19/03   141        0.00         0.00         0.00         0.00    -1,797.13     -1797.13 
 VH7                                                   ------------ ------------ ------------ ------------ ------------ ------------ 
 714-522-2246                                                $0.00        $0.00        $0.00        $0.00   -$1,797.13    -$1,797.13 
  
  
                                                       ============ ============ ============ ============ ============ ============ 
                                                             $0.00        $0.00        $0.00        $0.00   -$1,797.13     -1797.13 
 

 
Here is what the AP Listing of only open items looks like:
 

 
 Vendor     Telephone            Inv Date Number     Description                Invoices   Pmts/Credits Remaining    Type        Age Cur 
 ---------- -------------------- -------- ---------- ------------------------- ----------- ------------ ----------- ---------- ----- --- 
 VH7        714-522-2246         02/19/03  28461RI   Voided Check # 28461           377.55        0.00     -1797.13 2%15-NET30   141 
                                                       Subtotal for all types       377.55        0.00    -$1,797.13 
  
                                                         Totals for all types       377.55        0.00    -$1,797.13 
 

 

(sorry about the spacing, I tried a mono space font, but the space character does not seem to be a full character width)
 
I am at a loss as to where this number is coming from.  Any additional suggestions would be appreciated.

Ok, I think I have fixed it.
 
Turns out that the entries in BKAPINVT for these voided checks did not have the total check amount on them.
 
One of them was $377.55 and it should have been $2174.68  (difference of 1797.13, does this number look familiar??)  
 
The one odd thing I noticed in the BKAPCHKH file was that voided checks before 2002.4 made 3 entries for each invoice on the check that gets voided.  The Voids that happened after I installed 2002.4 at the beginning of this year had 2 entries for each invoice on the check, and then one entry that had the check total in the AMTPD column, and one of the invoices $ amounts in the amount column.  I have left these alone.
 
This is all a moot point with the lastest istech update, because voiding of AP checks now puts things back as they were before the check was cut.  
 
I tried it on my duplicate system that I use for testing that has all the istech updates, and it seems to work correctly.  Now I just need to get the nerve to make the istech updates live!