Clearing Open Uninvoiced Receivers

filip-gullans

I am trying to clear out of the invoice module, old open receivers that have not been matched with invoices or were entered manually. I have tried creating an invoice entry and posting it, then creating a credit memo that credits the expense account. I then match the credit memo against the invoice I created, but when I do this the receiver still remains as part of the un-invoiced receivers report. Is there another way to clear out these old receivers? I should mention that previous accounting periods are locked and as such the receivers have to be dealt with in the current month.

satish-nallagatla

Below is a procedure that we use. I believe this came from an Infor POST.

Clearing up uninvoiced purchase receipts-- The vendor has already been paid

When first implementing the system it is often discovered the PO receipts were not matched to vendor invoices, or someone forgot to match a receipt. As a result, how many times have you paid a vendor and forgotten to match the purchase receipt when creating the voucher? When you print out your uninvoiced receiver report, this receiver now stands alone, and what’s more, you have already paid the vendor. What do you do now?
First, let’s go over what transactions have taken place up to this point: (assume a $100.00, one item PO)
1. Purchase Order was received:
Dr. Inventory (or expense) $100.00
Cr. Purchase Receipts Accrual $100.00
2. Voucher was created (without matching the receiver):
Dr. Inventory (or expense) $100.00
Cr. Accounts Payable $100.00
3. Check was generated and sent to vendor
Dr. Accounts Payable $100.00
Cr. Cash $100.00
As you can see, Inventory has been hit twice and the purchase receipts accrual account has not been relieved. In order to fix this situation, you’ll need to do the following:
• Match the receiver to a dummy voucher/invoice for the vendor to bring it into accounts payable
• Add a second line on the invoice for negative the amount on the first line and book it to the account that you used when creating the voucher (in our example above, it would be Inventory). The effect of this is to make a $0 voucher.
• You should leave the invoice total at $0, however be sure that the line items also total $0
• Save and post the voucher
The journal entry that will be created at the time of post is the following:
Dr. Purchase Receipts Accrual $100.00
Dr. Inventory (or expense) ($100.00)
Cr. Accounts Payable $0.00
This journal entry reverses the double posting to Inventory (or your expense) and relieves the purchase receipts accrual account.