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Cash Distributions are incorrect - will not post 1

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Borvik

Borvik

Programmer
Jan 2, 2002
1,392
US
We have another Invoice that will not post due to the Cash Distributions being incorrect. This is the same unresolved issue from thread632-1404178, though it is another Invoice that this is happening to.

All the same details apply as in that thread (it's just closed). Have run CheckLinks, Reconcile - tried removing the distributions saving then defaulting the distributions. Nothing has worked.

Is there ANYTHING we can do - or will these just sit in the system forever?
 
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Yes this is SOP. The SOP Reconcile.
 
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Just to be be certain we're talking about the same thing...you went to GP | Tools | Sales | Reconcile - Remove Sales Documents? And then selected your invoice number in the To and From and chose Reconcile Sales Documents? This usually, but not always fixes this type of problem.

If reconcile didn't do the trick...my next step would be to check all the amounts for the transaction in the SOP10100 table. Most likely one of them will be incorrect and you will need to fix it manually. You may need to refer to resource information in GP to 'decode' some of the columns. And maybe compare this entry to a similar one (with a cash distribution) that is correct to see what the numbers should be.

Victoria Yudin
Dynamics GP MVP 2005 - 2010
Use Crystal Reports and SSRS with GP:
blog:
 
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Correct utility -> different path. We are using GP 10. So GP | Tools | Utilities | Sales | Reconcile - Remove Sales Documents. Reconcile didn't catch anything.

There is a lot of data in any one of the GP tables, though one thing did come out as being odd. These fields didn't match: PYMTRCVD, DEPRECVD, ORDEPRVD.

Doing a search in SOP30200 I found that DEPRECVD and ORDEPRVD either match with PYMTRCVD or are 0.

When I make those two fields equal to PYMTRCVD, no change (nothing from Reconcile and saving still results in Distributions incorrect error message).

However when I set them to 0 the errors go away.

Do you think I'd encounter any other issues if I modify those fields?
 
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You and I had the same path, I just missed a step in it. :)

Let's back up a step...does the invoice actually have a payment received on it? If you have a test company, I would enter a new transaction in it, to mimic what has happened with the transaction in question...them compare the two entries, both in the SOP10100 table. Comparing to the SOP30200 may not necessarily give you the right details.

If this is still not enough to help, I can do a test on a GP 10.0 system later this afternoon to let you know what the numbers should be in which columns. Can you possibly attach a screenshot of the Sales Transaction Entry window (just the bottom section with all the totals) and the distributions window? It would help seeing the actual numbers and distributions.

Victoria Yudin
Dynamics GP MVP 2005 - 2010
Use Crystal Reports and SSRS with GP:
blog:
 
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Well the amount received expansion window does show a payment on it, and attempting to void it presents a deposits posted message so I'm going to guess that a payment was received on it. Though the deposits message may just be because that field is non-zero.

I'll try to test myself, and see what I can come up with.
 
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As far as I can determine here is the document process:

Salesperson Enters the order
also enters the amount received based on the total

Items get shipped
shipping computers add freight to the order and change
the batch to SHIPPED.
amount received is now incorrect because of freight

SHIPPED batch gets transferred to Invoice

Discrepancies are checked for
Payment information is modified on the amount received expansion window to be the true total.

Invoices get posted.

On the test company I tried to duplicate this as much as possible. I paid particular attention to the fields in question at each step after transferring to Invoice and they showed 0 each time.

My guess for this is that they should be 0.
 
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Are you using a 3rd party product for processing credit cards? If so, you may want to ask them about this issue. If not, then how are your users 'changing' the amount received?

Victoria Yudin
Dynamics GP MVP 2005 - 2010
Use Crystal Reports and SSRS with GP:
blog:
 
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Currently no 3rd party plugins - looking into this though.

They are changing it by selecting the payment in that window, changing the amount received, and then the amount on the payment and hitting insert. Updating the payment in the scrolling window.
 
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Ok, got it. Thanks...I just needed to walk through this step. So, for the invoice that you have a problem with, what are the following (some may be 0, I just want to make sure):
1. Amount Received on Sales Transaction Entry window
2. Total Amount Remaining on the Sales Payment Entry window (this will be at the very bottom on the right)
3. Total of all Debits of Type DEPOSITS on Sales Distribution Entry window
4. Total of all Credits of Type DEPOSITS on Sales Distribution
5. Total of all Debits of Type CASH on Sales Distribution Entry window
6. Total of all Credits of Type CASH on Sales Distribution Entry window


Victoria Yudin
Dynamics GP MVP 2005 - 2010
Use Crystal Reports and SSRS with GP:
blog:
 
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1. 83.64
2. 83.64

Here is what is on the Sales Distribution Entry window:
Code: 
Account      Type       Debit      Credit
xxxx-x       SALES      $0.00      $75.80
xxxx-x       FREIGHT    $0.00       $7.84
xxxx-x       CASH       $83.64      $0.00

Functioning Totals      $83.64     $83.64
Originating Totals       $0.00      $0.00
The account numbers are all different. This is what shows up after hitting Default.
 
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Code: 
Type                    Date             Amount Received    Amount Remaining
Credit Card Payment     10/25/2010        $83.64               $83.64
 
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Ah, this is one I ran yesterday.

Originally it was this:
Code: 
PYMTRCVD  ORPMTRVD  DEPRECVD  ORDEPRVD
83.64000  83.64000  75.80000  75.80000

Then I tried setting this:
Code: 
PYMTRCVD  ORPMTRVD  DEPRECVD  ORDEPRVD
83.64000  83.64000  0.00000   0.00000
With this setting I did not have the errors coming at me, but I didn't know if doing this would screw something else up elsewhere.

Then I tried this just to be sure I tested it as well:
Code: 
PYMTRCVD  ORPMTRVD  DEPRECVD  ORDEPRVD
83.64000  83.64000  83.64000  83.64000
And with this again the Distribution errors were popping up again. This is what it is right now.
 
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When I follow the steps you outlined, my distributions match yours and my SOP10100 table looks like your second example - with zeros in the last 2 columns.

Sounds like these did not get updated correctly when they removed the deposit on the invoice and re-entered the payment. :-(

Victoria Yudin
Dynamics GP MVP 2005 - 2010
Use Crystal Reports and SSRS with GP:
blog:
 
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Alright - I'll go with removing those values then. Thanks for helping me narrow this down.
 
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