I have a few really old A/P transactions that show up on my Open Payables report and I don't know how to make them go away. For one vendor there's an invoice and a manual cheque from 2001 that are for the same amount so they apply to each other and don't affect the vendor totals. The issue is that these transactions don't show in the vendor history or in Payment Control, the only place I can see them is on the Open Payables report so I can't just go and actually apply them to each other like I normally would to make them disappear. I've tried doing a year-end and purging vendor history but it doesn't seem to do anything. Any ideas how to clear very old transactions in A/P?

Hi Jean,

Create a manual check batch and enter a "zero" dollar payment (with the "Print check" box unchecked) and select both the payment and the invoice to apply them against each other. Then post the batch.

Dan’s suggestion works in general but not if one of the transactions is a payment. By definition payments should not have an outstanding balance.

Your data is corrupt and needs to be repaired. Your consultant can do it using GridView RW. If your consultant is unsure about how to do this press have them contact me at steve@sschwartzcpa.com. It’s one of the easiest fixes.

Steve

Steve, she said it was a "manual check". If the transaction was a "prepayment", my suggestion works.
Was the "prepayment" an option in 2001?

We have run into the same situation but missing your workaround Dan.

If we put a payment in at zero the remaining balance is still the amount of the invoice. We must be missing something.

Maybe you could clarify when you have time.

John

Dan - yes, prepayment was an option since the beginning of time, and before.

John - Dan's method doesn't change the balance on the vendor's account, it only zeroes out unmatched transactions against each other. To change the balance of an account you have to enter a credit note or a debit note (if changing an invoice balance), or an adjustment (if changing a credit note or adjustment balance).

Steve

Hello Jean,

I hope you are not running a really old release of Payables.

With the current releases, when Data Integrity Check finds an error and rebuilds it, the document type for the MC should become PP for Prepayment and then you will be able to follow Dan's good advice.

Hi JWH:

Use the [Space bar] to tag the Invoice then tag the Payment. The net result is $0.00. Save that entry and post.