Hi All

We use PO 8.1A (091029).

I have a couple of Receipts that will not archive, apparently because the Inv/Adj step was not done. The invoices have long been posted and paid in A/P.

My dilemma is how to clear these old Receipts so that they can be archived without confusing the cost of goods.

Any suggestions?

Thanks in advance,
Jody

Hi Jody,
There is no real easy way to close out the receipts if there were not processed properly to begin with, so that they will archive. Perhaps down the road that will be an option.

We have done this for clients by editing the applicable tables using some of the tools available such as Gridview Read Write. It's not a trivial task but requires someone with the knowledge to specifically change a status setting on the records in your POA database.

You should talk to your consultant to see if they can assist you with this. You might spend $500 to $1000 to get this done. Or you could call us if you need assistance.

Best,
Brian

Hi Jody,

I can think of a few ways you can solve this.

1. When you enterred the invoice directly in payables did you use the A/P clearing account? If so, you can post the receipt to an invoice as usual (even though you've already paid it) and then delete the batch in AP before posting it.

2. If you used another GL account when you eneterred the invoice directly in payables you can post the receipt as an invoice and then post the invoice in AP. Then issue a CN for that vendor to reverse the invoice but use another GL account other than your AP clearing account. You should actually use the account that was used when you enterred the invoice directly in AP.

The only other thing that might create an issue are the tax entries that go to ledger when you post the invoice from POA. You should look at the GL batch and figure out if it should be posted or not.

To avoid this in the future make sure that your staff always post the receipt to an Invoice and post it in AP.