AP and Voucher Voiding

[wwwedward]

macola 7.6.200.5 . Is there a procedure to allow a purchase order to be "repaid". We are experiencing difficulty when a voucher tied to a purchase order is voided. The purchase order does not become avlaible to be vouchered again. Have we got a procedure problem?

 

[dgillz]

Please clarify. Are you trying to void the voucher, or are you trying to void a check?

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[NEmacGuy]

If all is working correctly(there have been bugs in the past), you have to do a X - cancelation voucher against the original voucher, this will process a negative amount against amount invoiced on the PO and adjust the other require fields.

 

[wwwedward]

we are voiding a voucher or check.. both arise.. We follow what macguy descibes.. However, the po cannot be used to enter another voucher.. The amount invoiced does not seem to be reversed on the po leaving the amount invoiced in tact.. entering another voucher against the po gives a no unpaid line items message.

 

[MacolaHelp]

It kind of sounds like a bug. At this point, you'd have to edit the files (poordlin, polinhst & imrechst) to remove the links to the voucher you've voided & the receiver. You can negatively receive the amount of inventory at the wrong price. Then you can probably re-voucher using the correct invoice amount. Hard to test as all versions behave slightly differently. You could also just voucher & "over invoice", but some versions would show this difference on the received not invoiced report. One of the odd things about the macola ap/po interface is that it is real time. SOOOOOOO, even though ap is a batch process for vouchering & posting, when you match the receiver to the ap invoice in the second screen, the po line file is updated for amount received, even before you post your ap batch. Depending on how you get out of the ap voucher, it may or may not remove the entry from the invoiced amount in po if you decide to abort the voucher.

 

[wwwedward]

I think it is a bug. We are just going to dse "do something else" like re-enter the voucher and type the po in a note field for reference, do the g/l distributions by hand. The voiding process does not open the po line item to be re-paid. I do not want to reverse the reciver and creat new lines etc.. This might work also.. but these occurences are pretty infrequent..


I appreciate all the great help.

Thanks

 

[NEmacGuy]

There were definately bugs with cancelation vouchers from 7.6.200GR that didn't get fixed until 7.6.300a. If you exact issue is part of the known bugs ??? But I would guess it is.

 

[wwwedward]

I think i am getting it to work. So maybe it is not a bug. Seems to be a sensative process. We got the po open again to post another voucher, however, we are creating a ppv quantity varience that should be hitting the recv. accural account. I think we still missed a field that is casuing this so we will re-load and walk through a couple of more times..

 

[wwwedward]

case close operator error process works.

 

[SusanD5320]

Can you list the steps that you go thru to process these? I think we may have the same issue. I've found where we have done a cancel voucher but the PO still displays a qty invoiced.

 

[wwwedward]

We followed the help information in macola, mostly. Be sure to enter correct po number on the first voucher screen. Be sure it is type x voucher. A third screen appears after the second screen if you exit the second screen properly..(esc).. This third screen is the key to it all.. You have to enter the po number and the recevier number, a quantity to reverse should appear.. Be sure the select flag on lower left is selected. save that information.. I have not looked at the data yet but it opened the po line item back up for a new voucher.. I have not checked to see if a purchase quanitity varience is created.. I am off-site for a few days.


7.6.200.5 sql

 

[SusanD5320]

My a/p person posted a cancellation voucher where the original voucher was for more than one purchase order. The g/l distributions are okay, but the cancellation did not reverse out the receiver matching. Now when I look at the PO's and run the Rec'd Not Invoiced report, the PO lines appears to be invoiced for double the receipt quantity. The Help file is confusing on how to cancel a voucher that is tied to more than one PO. I can fix it by doing a couple more vouchers but can anyone explain the proper way to cancel this type of voucher?

 

[wwwedward]

I could not get the po line item to open back up even after following what appeared to be correct procedures.. we are struggling to come up with a policy for this situation. At this point, I have fallen back to doing the procedure as instructed which does get the g/l back in tact but we cannot voucher the po.. so we are doing a voucher not tied to a po, typing the po in a note field. closing the po, move it to history, enter the g/l distrbutions by human method on the voucher. Nothing is working here for me. If I had a voucher across several po's yikes.. A friend/macola user sent me an email today informing me of a sale on "dental nightguards 2 for 1".

 

[SusanD5320]

Update...I couldn't manage to get the PO lines to reflect the correct quantites/dollars invoiced trying to enter additional vouchers. The original voucher was matched incorrectly to the PO so after the cancellation, we needed to re-enter it. I finally ended up backing out the receipts, cancelling the POs, doing new POs, re-entering receipts and then match the voucher to the new POs.

We normally don't have a problem with cancellation vouchers as long as it only applies to one PO. Luckily multiple PO's on one voucher doesn't happen often so hopefully we won't have to wade thru this mess again.