Dynamics GP Receivables Working with Posted Transactions

Published: 22nd March 2011
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There might be several scenarios, where you would like to work with posted Receivables module documents, one of them is change discount or due date. We’ll review how you usually do it in GP user interface, and then we’ll discuss other options you might exercise. We are not talking here about Sales Order Processing module originated transactions, even if they post through RM module. Let’s begin with Edit Receivables Transaction windows. We will not be covering Apply payments, credit memos and returns to the posted invoices, as this is typically the subject of basic customer training:



1. Edit Receivables Transaction form could be opened in Sales series on the Transactions info pane. Here you can pull posted transactions, which are not moved to the historical tables yet. And the fields available for editing are Discount Date, Due Date, PO Number and Description. All the document types are available here for editing: Sales Invoice, Debit Memo, Finance Charge, Service Repair, Warranty, Credit Memo, Return, Payment



2. NSF Checks, Waiving and Voiding. Ok, this window could be opened from the same pane as above by clicking on Posted Transactions. Before we continue, let’s make a note about the difference between Open and Historical RM documents. When you have document fully applied in Receivables Management module, it doesn’t go to historical tables (as you may know – in Payables Management module, when document is completely applied it moves to history automatically). You should (or think about- maybe you should not as modern hard drives have huge capacity and old days disk space issue might be not applicable in your situation) move paid transaction to history via Routines -> Sales -> Paid Trx Removal (if you don’t have maintain history checkbox checked – this routine will purge the records, so be careful). Well, now let’s take a look at the options in this window. If you got bounced check, you can apply NSF charge. If you do that – original invoices this check was applied to returns to the open tables. Payment is reversed in GL and Bank Reconciliation (if you reconcile your checkbook there, you should be aware on what happened). Debit memo is created for the NSF fee (the amount is set in Receivables Management Setup form). Waive – this is applicable to the RM Finance Charges – they could be waived here. And now Voiding – this could be applied to all the types, except Warranty (as it is not billable to the customer). Sales Invoices, Debit Memos, Service/Repair, Finance Charges should be cleared from any applied Payment, Credit Memos, Returns. However Payment, Return, Credit Memo could be voided even if it is applied to other documents



3. Voiding Posted Payment Schedule. If you already posted Payment Schedule, it cannot be deleted. Use the following technique: Post all the Invoices for the schedule and then void them one by one. When they are all voided, Payment schedule is removed



4. Returns and Customer Refund Checks. Unlike Credit Memos, returns often require refunding, either by printing and mailing check or via EFT. In order to issue refund check, you should establish customer/vendor relation for the specific customer (as refund checks are done via computer check logic in Payables Management module). Refund check logic could be implemented for National Accounts (where you have to have all the counterpart vendors assigned via Customer/Vendor form in Sales Cards)



5. Going beyond the restrictions of the user interface. Here you have to understand, that Corporate ERP applications are designed with certain principles, for example, they do not allow you just to delete posted document, instead use voiding logic, which keeps audit trail. This is one of the reasons, that we discourage you from appealing immediately to your SQL programmer to delete posted customer invoice from open table (RM20101). So, discuss your customization needs with your Great Plains consultant and work out modified logic specifications. Custom programming could be done in such tools as Microsoft Dexterity, Modifier with VBA scripting, Integration Manager, eConnect, Visual Studio Tools for GP, Web Services (for GP), Extender



6. Please call us 1-866-304-3265, 1-269-605-4904. help@efaru.com We have local presence in Chicagoland, Southern California, West Michigan, Houston and Dallas areas of Texas. We serve customers USA, Canada, Mexico nationwide and internationally via web sessions and phone conferences (Skype is welcomed). Our consultants speak English, Spanish, Portuguese, Russian, Chinese





Andrew Karasev is Great Plains Certified Master, MVP, help@efaru.com 1-866-304-3265, 1-269-605-4904. He is also the initiator of eFaru project http://www.efaru.com and founder of Alba Spectrum information space


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