I have a vendor in A/P that I can't delete because a transaction in 2001 always remains current no matter what I do.

Data integrity checks show no errors.

Any ideas?

Does the transaction have a current balance, or is it zero?

Check carefully that the date is really 2001, not 3001 or 2081, or something way in the future.

The original transaction was in 2003. It was a posting, then a cheque issued.

If I look at the vendor, there is no oustanding balance. The transaction shows as a current transaction - an invoice dated 03/08/01 and a cheque dated 03/08/26. If I check the payment control, there is an outstanding balance of $3,500 which I can not get rid of. Adjusting entries don't work. Cheques don't work....probably because there is this inconsistency in the data which seems to get by the data integrity check.

I want to take this vendor off the system but I can't.

I didn't ask whether the vendor has a balance, I asked whether the TRANSACTION has a balance. From the Vendor List, double-click on the vendor, then click on the Transactions tab and look at the "Current Amt" column.

If the transaction has a balance, and the vendor balance is zero, there ought to be another transaction with an offsetting balance, and these can be applied against each other, as long as they are not checks. Let us know.

You cannot delete a vendor with current or historical transactions.

Issue a manual cheque selecting payment type and then the two transactions. The cheque amount will equal $0.00. After running a subsequent period end all of the transactions will go to history. They will stay there for however long you have set company profile to keep history. Once they are gone from history you will be able to delete the vendor.

I can't issue a $0 cheque. Since it shows a $3,500 credit, it won't let me. Adjusting entries don't work either.

There is an inconsistency in either the data or your explanation (and you mention that the data is clean).

Would you mind sending a backup of your data (under File|Backup|Payables data) to me at steve@sschwartzcpa.com, including a mention of the problem vendor, and I can diagnose the situation better.

Thanks

Steve

Sure will.

The data shows clean when I do a data integrity check but I think there is a problem.

Bal,

To issue a zerio dollar check you must:

1. Use manual check processing.

2. Uncheck the "print check" box.

3. Enter a number in the "Check number" field.

I know HOW to do a zero cheque. Payables won't let me.

Hi bal,

Adagio Payables will allow creation of $0 non-printing manual checks, but indeed will not allow creation of negative checks.

As you responded in an earlier posting, there is a $3500 credit on the vendor account. Is this an invoice or credit note with a net $3500 CR amount, or is it an unapplied payment? You also had posted that the net outstanding balance of the vendor was zero, which would logically assume that there are other transaction(s) on the vendor record that net to a $3500 DR amount.

You also posted there was an invoice from Aug 1, 2003 and a check from Aug 26, 2003. If all of this is taken together, I could assume that the invoice is a $3500 debit, and the payment is a $3500 credit? And that the payment is not applied to the invoice? The Vendor Transaction report for this vendor would list all of this for you (including the Current Amount) - make sure the end date is something like year 2099 to make sure nothing was posted in the future by mistake.

As the integrity check is clean, it would seem reasonable that if you create a manual check entry for that vendor, edit/select the check first and then the invoice (and any/all other transactions on the grid) and the total payment should net to zero, because the total outstanding for the vendor is zero. If the program is preventing this, could you indicate what sort of error or warning you are receiving?

Was the invoice adjusted to zero, leaving an unapplied check for $3500 CR on the account? That likely isn't the case if the net outstanding is zero and no DIC errors exist. It would be useful to know the list of current transactions and their respective current amounts.

OK now that I have seen the data, I can tell you quite a bit.

(For those who haven't seen the data, the vendor's balance is zero, but there are offsetting transactions with current balances. Unfortunately, one of the outstanding transactions is a check.)

Your data is corrupted. It is not possible for you to fix a transaction that is a payment or reversed check with a current balance. Data Integrity Check doesn't detect it, and you can't delete the vendor (as you have found out).

I ended up (just for the heck of it) running your data through my copy of FixIt Plus, which is an ACCPAC Plus third party program. It is not recommended to do that, especially on Adagio data, but it was worth a try. Amazingly, it removed the offending check transaction, and found a few other errors that have accumulated over the years.

Take a look at the data I sent you back and test it carefully. There's a good chance that you are OK now.

You may ask how a check transaction could ever have a balance. The short answer is - it can't. However, I have seen it happen when a check that was issued in Adagio AP was reversed using ACCPAC Plus AP. Adagio Data Integrity Check will detect and clean up this problem, but if you happen to run FixIt Plus on the data instead, you are dead. That's why I am so amazed that it worked in this instance.

IN DIV-090103 08/01/03 09/01/03 3,500.00 3,500.00

PA 17811 08/26/03 17811 -3,500.00 -3,500.00