Accidently double posted invoice batch... How can I undo one? 1

[nlraley]

I had one of my colleagues doing our billing for the first time on Accpac and they accidentally double posted the invoice batch for this month, so every customer was double billed. How would I go about correcting the problem?

 

[ettienne]

Do a credit note for each invoice.

 

[nlraley]

There a way to do this in bulk? There were over 1400 invoices...

 

[ettienne]

Export/import. You will have to play with the exported batch to change invoices to credit notes and fill in the apply to field. You could also write a macro to create the batch of credit notes for you.

 

[ettienne]

BTW you cannot double post a batch, it had to have been 2 batches that were created and posted.

 

[nlraley]

That sounds promising. Is there a way to export the batch that was double posted and to do this or should I use the batch that she imported in that caused the double post?

How would I go about making that a credit note as opposed to an invoice?

 

[nlraley]

In the process of billing we have several steps laid out, one of which creates the file to be imported into accpac and the other a batch of pdf's. The pdf's ended up turning out wrong so we had to go through the process again, which generated a duplicate import file, and somehow both were imported and posted. So we need to undo one batch of these, hopefully in bulk.

 

[ettienne]

You can open the posted batch and click File, Export to export it.
The document type for invoices is 1, change this to 3 to make it a credit note. This is the TEXTTRX field in the import file.

 

[nlraley]

Great, where do I go to open the posted batch though and then I should be good to go from there.

Really appreciate the help.

 

[ettienne]

AR Invoice Batch List

 

[nlraley]

Okay, so I've exported one of the two batch lists. Changed that value from 1 to 3 on all the records in the csv file. Now I just import it as a new batch list and that's all?

 

[ettienne]

You need to apply the credit notes to the invoices, you do this by placing the invoice number in the Apply-to Document field INVCAPPLTO.
If you do not do this then you will have an unapplied credit note, so on the customer account you will see 2 invoices and 1 credit note.

 

[nlraley]

So I have to do this for each invoice listed in the batch?

 

[ettienne]

Yes

 

[nlraley]

Don't suppose theirs an easy way to do that seeing as how there are over 1400 of them?

 

[ettienne]

Export to Excel, copy+paste...

 

[nlraley]

Getting an Error.

Invalid input: Document number already exists?

 

[ettienne]

You cannot use the same document number again, use a unique credit note number or change it to ***NEW*** to auto generate a new number.

 

[nlraley]

Ah, okay. And would be using those document numbers for the INVCAPPLTO field be correct then? And just add "***NEW***" for all the fields in the IDINVC field?

 

[ettienne]

Right, IDINVC needs to be unique, but you want to apply the credit note to the original invoices.