how to reverse entry in accounts payable

[maviszook]

PC9

There was no problem with the invoice and check issued. But somehow the debits and credits were reversed--the checking account was debited and the expense account was credited. How do I reverse this entry? It was posted from AP to fund accounting, but not yet posted in fund accounting. If I go into maintain invoices, it wants to print a check. Is maintain invoices the only place to make entries? Maintaining checks doesn't work since they were posted from AP.

I know I can easily journal entry the correction in fund accounting, but the account distributions should be correct in AP.

[maviszook]

I mean, I don't even have to journal entry to correct the fund accounting. I can modify unposted transactions.

[NeilZ]

I mean, I don't even have to journal entry to correct the fund accounting. I can modify unposted transactions.

That sounds about right, since they haven't yet been posted.

[maviszook]

But the account information will be wrong in the Accounts Payable reports.

[NeilZ]

I believe that the only connection to accounts in AP is the setup in the Vendor records where the debit and credit accounts are set.

First off, I'd check that vendor record to make sure the correct accounts are setup. Backup the database (make sure no one else is in Powerchurch), fix the Funds Accounting unposted transaction, post the transaction, then run a AP report.

If the report is incorrect, then restore the database. I suspect Matt or Jeff will stop by with an answer on Monday.

[maviszook]

Accounts Payable reports may include account information.

I also get a chance to change accounts when entering invoices.

[NeilZ]

Accounts Payable reports may include account information.

I also get a chance to change accounts when entering invoices.

Very true ... but again .. are the debits/credits stored in AP, somehow I don't believe so.

[maviszook]

The reports come from AP

[NeilZ]

The reports come from AP

FWIW ... which report are you talking about ??

[maviszook]

selected paid items

[NeilZ]

selected paid items

Interesting ...

[Zorak]

The accounts are stored against each paid invoice in the Accounts Payable database files.

If you want to correct this on the Accounts Payable side, you will need to void the check and enter it as a manual check. Post both to Fund Accounting. If you did change the original transaction in Fund Accounting > Modify Unposted Transactions, you won't want the void or correction to post in Fund Accounting, as the records there are already correct.

If you already fixed the original in Fund Accounting, then go to Modify Unposted Transactions and delete both of the new transactions that came from Accounts Payable (the void and the correction).

For what it's worth, the accounts being wrong on the Accounts Payable reports will only affect how the report looks. What matters to your account balances is what actually posts in Fund Accounting.

[maviszook]

I finally got up the gumption to try reversing the check in Accounts Payable, and found that, indeed, I could put in a negative number! Then I put it in again, with the correct debits and credits. It still wouldn't post to fund accounting without printing checks first. Then it found no checks to print. Then it found nothing to post. So I simply modified unposted entry in Fund Accounting, and Accounts Payable is correct now.

[maviszook]

Right. Must revert to what Zorak said. My correction from AP would not post, but would continue to show up forever as unposted open items. I finally gave up on correcting AP and deleted my correcting entries.

Yeah, I thought it would involve manual checks and voiding checks.

Sigh,
Mavis

[RLM]

The accounts are stored against each paid invoice in the Accounts Payable database files.

If you want to correct this on the Accounts Payable side, you will need to void the check and enter it as a manual check.

If the original check were to be voided and a manual check entered, can the original check# be used?