ISTech Support Forum - Can't reverse PO Invoice

David Waldmann Active Member Live to work, or work to live? Posts: 1919 Gender:	Can't reverse PO Invoice 04/01/08 at 05:28:47 I have an invoice that I believe had the entire amount of the invoice put to Freight, rather than applying it to the PO line item. So I tried to reverse it, but I get the following message: "The invoice details required to reverse this Invoice cannot be found in the BKAPHPOL file." I assume because there are no PO Line Items in it...
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David Waldmann

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Re: Can't reverse PO Invoice
Reply #1 - 04/01/08 at 06:33:51

I've tried modifying the following files in Maintain Database:

BKAPHPO
.RQTY from receipt amount to 0
.IQTY from 0 to receipt amount
.INVNUM from blank to actual number
.INVDTE & .PSTDTE from 00/00/00 to actual dates
.RNI$ from receipt amount to 0
.ITOTAL from 0 to actual receipt amount

BKAPPOL (I considered just deleting this entry, because I don't think it should be there?)
.RQTY from receipt amount to 0

BKAPPO (I considered just deleting this entry as well, because I don't think it should be there either?)
.RNI$ from receipt amount to 0

Now I get "This Invoice cannot be reversed because the total of the Invoice(s), X, does not equal the payment amount, Y."
X is exactly double of Y.

What else am I missing?

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David N Waldmann
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Vermont Hardwoods
Chester, VT

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lmk223a

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Posts: 377

Re: Can't reverse PO Invoice
Reply #2 - 04/01/08 at 10:26:12

Quote from David Waldmann on 04/01/08 at 05:28:47:

I have an invoice that I believe had the entire amount of the invoice put to Freight, rather than applying it to the PO line item. So I tried to reverse it, but I get the following message: "The invoice details required to reverse this Invoice cannot be found in the BKAPHPOL file."

I assume because there are no PO Line Items in it...

Sounds like too much work to edit all those files!
I would suggest editing the purchase order to add a line with a part number that charges your freight account (make the quantity negative 1, with the total $ amount that was mistakenly charged to friegiht) and then re-receive the purchase order, receiving this new line and the proper lines on the purchase order. (I set up a part number specifically for purchasing to use when the vendor assesses an additional handling fee or air express additional freight charge - it is coded as type N and uses a CLASS that charges incoming freight.)

Hope this helps. undecided

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David Waldmann

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Re: Can't reverse PO Invoice
Reply #3 - 04/01/08 at 12:43:40

I must have guessed wrong. I was trying to set up the same scenario in my SandBox to make sure that the suggestion of lmk223a would take care of my problem, and when I tried reversing the PO Invoice it says "You can't reverse that invoice here because it was created as a Voucher".

So, something else must have happened. Any clues?

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David N Waldmann
President
Vermont Hardwoods
Chester, VT

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lmk223a

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Posts: 377

Re: Can't reverse PO Invoice
Reply #4 - 04/01/08 at 13:15:27

Sorry, I did not make myself clear - no need to reverse the first invoice entered improperly.

However the PO receipt must be done before you can enter the 2nd invoice in AP-C for $0. The negative dollar freight -$xxx offsets the positive dollars +$xxx for the proper line items.

You can use the same invoice number in AP-C if you add an Underscore afterwards, or add a space before entering the number, etc. something that tells DBA that is is not exactly the identical invoice number which was entered improperly, and something the Vendor can still identify.

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David Waldmann

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Re: Can't reverse PO Invoice
Reply #5 - 04/02/08 at 04:03:33

No, I understood what you were saying. I just decided to try duplicating what had happened in my Sandbox before carrying out what you suggested.

My test results showed that what I thought had happened (entire invoice amount applied to freight) must not have, because that's what I did in the Sandbox and I got a different result when I tried to reverse it.

So, I don't actually know what happened when the first Invoice was applied. I'm now trying to figure that out before I try and fix it.

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David N Waldmann
President
Vermont Hardwoods
Chester, VT

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David Waldmann

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Re: Can't reverse PO Invoice
Reply #6 - 04/02/08 at 05:53:09

OK, I decided to try and re-enter the invoice with a suffix "A" so that I can get a check written.

Even if I enter a GL Post date of 3/31/08 it says there are no receivers found before 3/31/08. But when I say I want to display all receivers, it show the receipt dated 3/20/08 in the list.

(I've returned all the files to their original condition in MDB, as far as I know)

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David N Waldmann
President
Vermont Hardwoods
Chester, VT

Evo-ERP, 5 user
IST Build: 3/4/19, patched 04/30/19
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lmk223a

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Posts: 377

Re: Can't reverse PO Invoice
Reply #7 - 04/02/08 at 06:06:51

Is this invoice being entered for $0 when DBA responds there are no receivers?

I wonder if it wants the negative $ amount entered as a separate invoice from the positive dollar$ amount, in other words does DBA want 2 invoices??

What happens if you enter only the negative dollars (or positive dollars)? Does DBA match it to the receipt or do you get the same error message that no receivers exist? undecided

There use to be a quirk with this some time ago, but currently EVO allows me to enter a $0 value invoice and tag both negative and positive dollar amounts.

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David Waldmann

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Re: Can't reverse PO Invoice
Reply #8 - 04/02/08 at 06:25:11

I was entering the actual original full invoice amount with a new invoice number, since, as far as I can tell, the line is still RNI. My plan was to basically create an entirely new Invoice and worry about fixing the original one later.

I have not yet created another receiver line for the freight. I know that I have recently (within the last two weeks) been able to enter a 0 amount and pick positive and negative receivers that equal 0, so that should not be an issue (we have not updated to the newest release).

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David N Waldmann
President
Vermont Hardwoods
Chester, VT

Evo-ERP, 5 user
IST Build: 3/4/19, patched 04/30/19
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lmk223a

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Accountant

Posts: 377

Re: Can't reverse PO Invoice
Reply #9 - 04/02/08 at 07:56:07

In reviewing a prior thread on RNI (RNI Not Available to Invoice) I came across the following:

For the GL DATE - enter today's date so that everything that has been received up to today is displayed. The GL date of the invoice cannot be anytime before the received date. (from kevind, 7/30/07)

If the PO had been manually closed using PO-K or an invoice already entered, the system will not allow one to invoice the previously un-invoiced line items. (from ddlong on 9/7/07 and chrisbowden 8/1/07 and confirmed by Lynn)

Perhaps the 3/31 GL post date should be today's date

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kevind Active Member I was more than willing to "pony up", how b'out U? Posts: 634 Gender:	Re: Can't reverse PO Invoice Reply #10 - 04/02/08 at 11:58:56 Quote: If the PO had been manually closed using PO-K or an invoice already entered, the system will not allow one to invoice the previously un-invoiced line items. (from ddlong on 9/7/07 and chrisbowden 8/1/07 and confirmed by Lynn) Thanks!! That explains the problem in THIS thread!!
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David Waldmann Active Member Live to work, or work to live? Posts: 1919 Gender:	Re: Can't reverse PO Invoice Reply #11 - 04/02/08 at 12:08:48 Quote from kevind on 04/02/08 at 11:58:56: Thanks!! They explains the problem in THIS thread!! But, how to fix it? The date of the receiver shows 3/20. It should work with a Post date of 3/20 or later. Even using Today's date, it won't pull it in, even though it's listed under "All Receivers".
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kevind Active Member I was more than willing to "pony up", how b'out U? Posts: 634 Gender:	Re: Can't reverse PO Invoice Reply #12 - 04/02/08 at 12:50:31 Agreed ... At the end of THIS thread, I ask if this is something that needs to be fixed.
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lmk223a Senior Member Accountant Posts: 377	Re: Can't reverse PO Invoice Reply #13 - 04/03/08 at 07:52:49 Quote from kevind on 04/02/08 at 12:50:31: Agreed ... At the end of THIS thread, I ask if this is something that needs to be fixed. Did this issue just occur with one of the latest updates? As you can see we have not updated for a while (since July 2007) and y'all are using the December 2007 update (with patches).
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kevind

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Re: Can't reverse PO Invoice
Reply #14 - 04/03/08 at 08:07:47

I believe it has always been there. These comments back that up:
Quote:

If the PO had been manually closed using PO-K or an invoice already entered, the system will not allow one to invoice the previously un-invoiced line items. (from ddlong on 9/7/07 and chrisbowden 8/1/07 and confirmed by Lynn)

We just encountered it because a non-accounting person decided that PO's needed to be closed manually before the vendor invoice was entered.
Shame on them!!!! Wink

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David Waldmann Active Member Live to work, or work to live? Posts: 1919 Gender:	Re: Can't reverse PO Invoice Reply #15 - 04/21/08 at 10:55:15 I need to pay this invoice.
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lmk223a Senior Member Accountant Posts: 377	Re: Can't reverse PO Invoice Reply #16 - 04/21/08 at 11:26:09 Quote from David Waldmann on 04/21/08 at 10:55:15: I need to pay this invoice. When all else fails, pay the vendor in AP-B. The downside is that it does not match the po receipt and update any and all other files that the AP-C invoice entry may. (Bean counters are use to being on the bottom of the priority list)
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David Waldmann

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Re: Can't reverse PO Invoice
Reply #17 - 04/21/08 at 11:31:14

I've pretty well resigned myself to doing just that but I hate to. The problem is that I'm the bean counter AND the big cheese. Since I have the authority to make put the bean counter on the top of the priority list but it doesn't make any difference because the big cheese doesn't know what to do about it, it's rather frustrating...

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David N Waldmann
President
Vermont Hardwoods
Chester, VT

Evo-ERP, 5 user
IST Build: 3/4/19, patched 04/30/19
Pervasive v11.31
Server 2012 / Win10 x64
Crystal Reports v11

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