Deleting Vendor Transactions

[AccountsPayable]

Hi,

I have been asked by my employer to do a Vendor Master file clean up and purge all vendors in the A/P module that have transactions older than June 30 2005 or Inactive Vendors/Duplicates that are before the cutoff date. I know you have to clear history first in the A/P periodic processing first, and click fully paid transactions, while selecting the vendor.

My issue is that some vendors have cheques that were returned(reversed)and a credit note was then applied to the invoice note to cancel the tranaction. However the Clear history is not clearing this tranaction out and when I try to delete the vendor In A/P Vendors - It says: "Description: Incorrect procedure. Cannot delete a vendor record that has outstanding transactions." The vendor has a ZERO balance and the credit note was applied to cancel the tranaction or another cheque was re-issued.

So bascially any vendor that has a reurned cheque is unable to be purged. Can someone tell me how i can purge these annoying vendors? I also am runnning ACcpac 5.2 corporate edition. (I know the company needs to upgrade)

Thanks

 

[ettienne]

Are the credit notes applied to the invoices?
Basically if you look at the vendor activity there should be nothing with a balance. A zero balance on a vendor does not mean that all documents are applied, if you have any unapplied documents then they will not be cleared. Another option is to print the AP open payables report, whatever shows up has not applied - in terms of credits and cash.

 

[AccountsPayable]

Yes all credit notes are applied to the invoices and there is nothing with a balance. I also checked the A/P report and printed with zero balances and nothing appeared either. As mentioned above, it is only when a cheque has been returned that it is causing this problem. Any other solutions?

 

[ettienne]

If a check has been returned then there must be outstanding invoices or something. Whatever the case there are outstanding transactions because the program says so.

 

[Jay Converse]

And the bank rec has to be posted to fully clear that cheque.

 

[AccountsPayable]

I've printed the AP vendor transaction report, and it shows no outstanding transctions and gone though the GL's and everything balances out. I've even checked to see if I I need to applying document and still nothing. The bank recs are up to date and are posted

I could understand how one or two errors could happen in 10 years, but for this to be happen on every transaction that has had a check returned, doesn't seem right. The process isn't suppose to be this complicated. When a check is reversed the invoice reappers and you have two options - either print another cheque or apply a credit note to it. I don't understand why it is still considered outstanding.

 

[Jay Converse]

Just a guess, edit APPYM and look at SWCHKCLRD, DATECLRD, and DATERVRSD for those checks, there might be something screwy with them.