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Issued a payment on invoices to wrong date (Read 660 times)
kkmfg
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Issued a payment on invoices to wrong date
09/29/07 at 08:59:56
 
We issued a payment on several old invoices. The date of the payment was supposed to be in the previous year (2006) but we accidentally issued the payment as of today. We need to know what to do to correct all the entries so that the SO's show up as payed in 2006 and not payed as of today...
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Collin
K & K Manufacturing, Inc

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Theran
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Re: Issued a payment on invoices to wrong date
Reply #1 - 09/29/07 at 13:24:14
 
When you did this last year (2006) with a 2007 date, how did you balance your bank account?  When you did a bank rec for September 2006, the check that paid those invoices would have a post date of 2007 and would not show up in the Trial Balance for as a debit to the cash account and a credit to Accounts Receivable unitl September of 2007.  I would think that A). Your bank statement would not reconcile to the G/L account and B) The invoice amounts would still be reflected in the A/R G/L account balance in the TB and would not reconcile to the A/R Aging.
 
I am backing up my data files because I want to try it on my files to see the results.
 
You should be able to reverse the payment in AR-C
Enter the Inv # or the Customer Code
Enter the Date (the wrong date, 2007 date)
Enter the amount as a negative
Enter the check number
Enter the Deposit number
Select "Reversal"
Make sure you select the correct bank account, if you have more than one.
 
Now, Enter the payment correctly.
 
I just tried to enter a payment with a date greater than 12/31/07 and it would not accept it.
I can go back in time and enter payments, but I can't go foward beyond 2007.
 
We get entries here where users transpose dates when entering all kinds of items.  The main way you discover these mistakes is IF you reconcile all your registers on a monthly basis.
 
BTW, back up your data before you try my suggested fix.
 
 
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Teres Heran
Armature Coil Equipment, Inc
DBA Classic, Ver 2004.1 with IS Tech 9/21/07
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kkmfg
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Re: Issued a payment on invoices to wrong date
Reply #2 - 10/01/07 at 07:21:08
 
Well you see... here is a little more detail:
 
We sell things to a company in Germany and they sell a bunch of things to us as well. Since we both are sending so much stuff back and forth we just let it go for a while. Let's say that we sent them 100,000 worth of stuff over a certain time period and they sent us 80,000. What we were trying to do is pretend pay them the 80,000 and pretend they paid us 80,000 so that we're both square on that amount and they end up owing us just the 20,000 difference. Does that make sense? So, since we're effectively using pretend money in both directions it should balance. But we accidentally posted our payment to them in 2006 and their payment to us in 2007. The invoices being paid were all in 2006 so that's where the money should have changed hands. Now it's messed up.
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Collin
K & K Manufacturing, Inc

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Theran
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Re: Issued a payment on invoices to wrong date
Reply #3 - 10/01/07 at 15:32:02
 
The method I suggested should still work to back out the payment and repost to the correct date.
 
I just don't know how you posted a future payment, unless you physically booked the payment in the year 2007 and you had advanced the fiscal year to 2007 and then it's not really a future fiscal period.
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Teres Heran
Armature Coil Equipment, Inc
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kkmfg
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Re: Issued a payment on invoices to wrong date
Reply #4 - 10/02/07 at 06:30:39
 
It worked. What happened was we posted the payment as of the day we were entering it in (09/29/07) but it was supposed to be applied as of the end of 2006. But what you said did reverse the 2007 payment and we were able to then post it at the right time.
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Collin
K & K Manufacturing, Inc

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Theran
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Re: Issued a payment on invoices to wrong date
Reply #5 - 10/02/07 at 17:11:38
 
glad to have returned the favor as you once responded to my cry for help.
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Teres Heran
Armature Coil Equipment, Inc
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