Voiding Credit Memos in MS Dynamics GP

Voiding credit memos is perhaps one of the hardest things to understand in GP.  I would expect that a programmer would know that if you void a check and it has attached credit memos you should move the invoices and credit memos back into the open payables file.  However this is not the case in MS Dynamics GP.

Here are some notes on the subject.  Most of it taken from the MS Dynamics techknowledge article so you won’t think I’m making this up.

The best thing to do is void the credit memo in Void Historical Transactions.  If it is only a partial use of the credit memo you will enter  a dummy invoice, then apply it to the partial credit memo amount.  Then you can void the credit memo and reenter.   

If the credit memo was fully used void it in Void Historical Transactions, and then reenter.

https://mbs.microsoft.com/knowledgebase/kbdisplay.aspx?wtntzsmnwukntmmymxtyykswtlkqnnoxpwspsoqxpwmmuwkr 

Issue

A credit memo was applied incorrectly to an invoice. How do I unapply a Credit Memo once it has been applied to an invoice?

Resolution

Credit memos cannot be unapplied from an invoice once they have been applied. In order to ‘unapply’ the credit memo, if the credit memo has been fully applied it will need to be voided via, (Transactions | Purchasing | Void Historical Trx), and then reentered. If it has not been fully applied, a dummy invoice can be created for the remainder of the credit memo to be applied to and then the credit memo can be voided and reentered. If you do not want to see the voided credit memo or the ‘dummy’ invoice in history, they can be removed via, Utilities | Purchasing | Remove Trx History.

https://mbs.microsoft.com/knowledgebase/kbdisplay.aspx?wtntzsmnwukntmmyxupyzqpouxnxspsyvzqtzumsukkzqyrr 

A credit memo is fully applied to a single invoice or to multiple invoices

1. On the Transactions menu, point to Purchasing, and then click Void Historical Transactions.
2. In the Void Historical Payables Transactions window, click to select the Void check box for the credit memo that you want to void.
3. Click Void.
4. 4. When you are prompted to print posting journals, select the appropriate destination, and then click OK.
5. Close the Void Historical Payables Transactions window.

 

Back to the top

A credit memo is partially applied to a single invoice or to multiple invoices

1. Create a dummy invoice for the amount remaining on the apply document. To do this, follow these steps:

a. On the Transactions menu, point to Purchasing, and then click Transaction Entry.
b. In the Payables Transaction Entry window, create an invoice for the vendor with the credit memo that you want to void. Enter a value in the Purchases field for the amount remaining on the credit memo, and then leave the Batch ID field blank.
c. Click Post.
d. Close the Payables Transaction Entry window. When you are prompted to print posting journals, select the appropriate destination, and then click OK.
2. Apply the dummy invoice to the credit memo. To do this, follow these steps:

a. On the Transactions menu, point to Purchasing, and then click Apply Payables Documents.
b. In the Vendor ID list, click the vendor with the dummy invoice.
c. In the Document No. list, click the appropriate credit memo.
d. Click to select the apply check box that is next to the dummy invoice that you created.
e. Click OK.
3. Void the credit memo. To do this, follow these steps:

a. On the Transactions menu, point to Purchasing, and then click Void Historical Transactions.
b. In the Void Historical Payables Transactions window, click to select the Void check box for the credit memo that you want to void.
c. Click Void.
d. When you are prompted to print posting journals, select the appropriate destination, and then click OK.
e. Close the Void Historical Payables Transactions window.
4. Void the dummy invoice. To do this, follow these steps:

a. On the Transactions menu, point to Purchasing, and then click Void Open Transactions.
b. In the Vendor ID list, click the vendor with the invoice that you want to void.
c. Click to select the Void check box for the dummy invoice that you want to void.
d. Click Void.
e. When you are prompted to print posting journals, select the appropriate destination, and then click OK.
f. Close the Void Open Payables Transactions window.
5. Remove the dummy invoice from the history tables (optional). To do this, follow these steps:

a. Follow the appropriate step:

In Microsoft Dynamics GP 10.0, on the Microsoft Dynamics GP menu, point to Tools, point to Utilities, point to Purchasing, and then click Remove Transaction History.
In Microsoft Dynamics GP 9.0 and Microsoft Business Solutions – Great Plains 8.0, on the Tools menu, point to Utilities, point to Purchasing, and then click Remove Transaction History.
b. In the Ranges list, click Voucher Number or Document Number to create a restriction for the specific dummy invoice.
c. In the From field and the To field, type the voucher number or document number for the dummy invoice.
d. Click to select the following check boxes in the Remove section:

Transactions
Distributions
e. Click to select the Report check box, and then click Process.
f. When you are prompted to print the report, select the appropriate destination, and then click OK.
g. Close the Remove Payables Transaction History window.