How to fix doubled A/P Reserve Invoice?

[Former Member]

Hi,

I have a problem with my inventory. The Item Master Data of an item indicates that there is outstanding PO. But when warehouse staff checked it, he found that all his orders were received already.

I checked further then I found a couple of strange transactions. Apparently, purchasing staff created a PO then copied it to A/P Reserve Invoice. The A/P Reserve Invoice then was copied to Goods Receipt PO. However, there was a mistake with the A/P Reserve Invoice so he/she made a new one to revise it (without creating new PO). Using this new A/P Invoice, finance staff issued Outgoing Payment based on second A/P Reserve Invoice.

So, now the status of PO is Closed, first A/P Reserve Invoice is Delivered, Goods Receipt PO is Closed, and second A/P Reserve invoice is Paid. I don't know how to solve this because I might get entangled if I commit a transaction to fix this problem.

Do you have any idea?

Thanks.

[Former Member]

Hi Sandy,

I assume your case as below :

1. PO #101, assume total PO DPP is 1000 IDR.

I reckon we're in the same country, so you obviously know what DPP is

2. A/P Reserve #201 (based on PO #101)

Dr. GRNI - 1000

Dr. PPN Masukan - 100

Cr. A/P - 1100

3. GR-PO #301 (based on A/P Reserve #201)

Dr. Inventory - 1000

Cr. GRNI - 1000

4. A/P Reserve #202 (based PO didn't exist)

Dr. GRNI - 1000

Dr. PPN Masukan - 100

Cr. A/P - 1100

5. Outgoing Payment #901 (based on A/P Reserve #202)

Dr. A/P - 1100

Cr. Bank / Cash / equivalent - 1100

Up to latest step (step 5), your inventory and bank / cash balance already correct.

You have problem cause the A/P, GRNI and PPN masukan figure incorrect due to double posting of A/P Reserve.

You need to rectify this with following step:

6. A/P Credit Memo with Service type of document, #211

- Fill the G/L account with GRNI account, and don't forget to choose appropriate VAT type (same as above)

- Subsequently, system will record as following

Dr. A/P - 1100

Cr. PPN Masukan - 100

Cr. GRNI - 1000

The result will be: you have the correct figure of A/P, GRNI and PPN masukan. Still, you have to do one last step to close the status of your A/P Reserve #201 and A/P Credit Memo #211, cause both document status still open.

7. Go to Business Partners - Internal Reconciliations - Reconciliation. Choose Manual, choose your intended vendor code, click Reconcile button. System will show open document pertaining to this vendor, tick both document (A/P Reserve #201 and A/P Credit Memo #211), click Reconcile button. Both document status will be closed.

Remember to make sure you do step number 6 with appropriate document date, and when you do the reconciliation (number 7), you need to make sure you fill the Reconciliation Date with appropriate date also. Hope this help.

Best Regards,

Hendry Wijaya

[Former Member]

Hi Hendry,

Thanks a lot for your reply.

Btw, what is GRNI?

[Former Member]

GRNI means Goods Received but Not Invoiced yet.

[Former Member]

Like Gordon said. Sometimes it called un-billed Goods Received, sometimes Goods Received / Inventory Received Clearing Account, even I had customer in the past who called it Accrual A/P (weird...)

What is exactly your problem? I don't get it. How to fix the double A/P Reserve Invoice document posting? Or merely to fix the on order value of particular item master data? If the first one, I already post the step by step solution. If the latter one, backup your database, go to Help - Support Desk - Restore - Restore Item Balances.

[Former Member]

Hi Hendry,

Sorry for late reply.

Primarily, I want to have my Inventory data correct (no misleading Ordered amount). When I posted this question, I supposed these problems are caused by the complicated A/P Reserve Invoice documents, so I thought I can fix all problems by fixing the root problem (A/P Reserve Invoice).

I tried your suggestions (creating A/P Credit Memo, reconcile it with A/P Reserve Invoice), and I restored item data for item in the documents (steps you told me), but the Inventory data remains the same, nothing change. I am trying to fix this because it may mislead warehouse (they may think there are outstanding POs for the items while there is none) people in inventory planning. Do you have further suggestions?

Thank you.

[Former Member]

Hi,

If you need a clean book, all transactions must be reversed one by one. Then create new documents based on the correct info. However, that may not be realistic. You can try to use remark field or UDF to mark the wrong document to avoid double payments.

Thanks,

Gordon

[Former Member]

Thank you Gordon.

However, our main problem now is the Item Master Data document shows misleading data. It shows that we have outstanding PO while we don't have any. It may lead to mistake in inventory planning. Any idea?