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Open AP Item not showing up

  • 1.  Open AP Item not showing up

    SILVER CONTRIBUTOR
    Posted Jan 09, 2020 01:06 PM
    We are running AX2012 and we are having an issue with a particular AP invoice that is now showing up when we create a payment journal to pay the invoices.  When I run an AP aging, it shows up as unpaid.  When I view the invoice, it shows as "Posted" but when we try to pay the invoice it doesn't show up as an open invoice. Any suggestions on where to look or how to fix this?  Thanks

    ------------------------------
    James Wong
    Senior Finance Manager
    Murray Franklyn Companies
    Bellevue WA
    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: Open AP Item not showing up

    Posted Jan 10, 2020 08:08 AM
    Is it possible it is already sitting in a different payment journal?  Does it show 'marked' for payment?

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    Wendy Muar
    Lead Functional Consultant
    GraVoc; Peabody, MA
    www.gravoc.com
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: Open AP Item not showing up

    SILVER CONTRIBUTOR
    Posted Jan 10, 2020 11:07 AM
    Unfortunately, no, it is no sitting in another payment journal.  We post them as soon as we are finished with the check run.  The only thing I can think of is that there is an issue with the actual posting of this transaction.  We went live in 2014 and this invoice has been "stuck" in our system since 6/14.  From what I can tell, it looks like the AP person who processed it created another entry for the exact same thing - not sure how this didn't get caught - and paid that invoice.  One of the reasons we are seeing it now is that we are closing out this company but it still shows a balance in AP Trade on our balance sheet.  Thanks.

    ------------------------------
    James Wong
    Senior Finance Manager
    Murray Franklyn Companies
    Bellevue WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: Open AP Item not showing up

    TOP CONTRIBUTOR
    Posted Jan 13, 2020 11:27 AM
    I would check the due dates and the invoice dates on the actual vendor transaction as well - also check to make sure the 'approved' checkbox is marked for the transaction.  That was one way to actually put a transaction on hold ('unapprove it) before holds processing was introduced.

    Does the vendor actually have a balance listed for that invoice?  Have you tried reversing it?  It sounds like you don't actually want to pay it, so that would be an option - you could also do a credit note and settle against it if it's a PO invoice or a transaction that cannot be reversed using that function.

    ------------------------------
    Shirley Adams
    Solution Architect
    AKA Enterprise Solutions
    New York NY
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: Open AP Item not showing up

    SILVER CONTRIBUTOR
    Posted Jan 14, 2020 05:07 AM
    Hi James,

    If the invoices are set as marked for payment on the supplier but there is no payment journal sitting behind them then you have encountered an old bug where we get orphaned records in a table called "SpecTrans"

    I have a similar issue on one of my customers at the moment and the below is the MS response.

    First try the following:

    Accounts Payable: Accounts Payable > Vendors > All Vendors Select the vendor account for the marked document Invoice > Settle > Settle transactions

    This will open the Settle Transactions form. On this form: Select the marked document Inquiry > Specifications


    Accounts Receivable: Accounts Receivable > Customers > All Customers Select the customer account for the marked document Collect > Settle > Settle transactions

    This will open the Settle Transactions form. On this form: Select the marked document Inquiry > Specifications


    If the marking document can be located with the Specifications form,  first attempt to open the Settle Transactions form from that document. If there are no results on any View of the Specifications form or if the customer is not able to unlock the marked document after finding the competing process from the Specifications form, then the customer should run the consistency checker.


    Run consistency checker by following these steps:

    1. Navigate to System administration > Periodic tasks > Database > Consistency Check:
    2. Module: All
    3. Check/Fix: Fix Error
    4. Uncheck the root node "Program"
    5. Scroll down and check the Payments option
    6. Click Ok

    If this doesn't work then we used to be able to sort this out through the AOT in 2009/2012 versions, however as the AOT is now closed off you will need to raise a ticket with MS to run a script to clear down the records.

    Kind Regards
    Mark

    ------------------------------
    Mark Bailey
    Application Consultant
    Annata
    Portsmouth
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: Open AP Item not showing up

    SILVER CONTRIBUTOR
    Posted Jan 14, 2020 12:13 PM
    Hi James,

    Apologies, I just saw you are actually on AX2012. If this is the case you need a system admin to go into the AOT and delete any records in SpecTrans. Before you do this please clear down any open payment journals in both AR & AP ledgers.

    Kind Regards
    Mark

    ------------------------------
    Mark Bailey
    Application Consultant
    Annata
    Portsmouth
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: Open AP Item not showing up

    TOP CONTRIBUTOR
    Posted Jan 16, 2020 09:02 AM
    Hi James...after communicating your issue to our AP dept they have the following to offer as suggestions...

    It is probably the parameters he is using in the Payment Journal:

    • the due date of the invoice is outside of the parameter of invoices to be included in the check-run;
    • the invoice is probably set-up as an EFT and not a Check Payment
    • vendor can be "On Hold'


    ------------------------------
    Lori Holmes
    Hamamatsu Corporation
    Bridgewater, NJ
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    Academy - Online Interactive Learning from Experts


  • 8.  RE: Open AP Item not showing up

    SILVER CONTRIBUTOR
    Posted Jan 16, 2020 12:56 PM
    Thanks everyone for the replies.  We'll try looking at these suggestions and report back the results.  Thanks again

    ------------------------------
    James Wong
    Senior Finance Manager
    Murray Franklyn Companies
    Bellevue WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 9.  RE: Open AP Item not showing up

    Posted Jan 17, 2020 09:33 AM
    ​Has the invoice been approved?  We had a similar issue a month ago and found the that the "Approved" field was empty.

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    Peggy Farmer
    Business Systems Analyst
    Sparboe Companies
    Litchfield MN
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 10.  RE: Open AP Item not showing up

    SILVER CONTRIBUTOR
    Posted Feb 07, 2020 05:43 PM
    Ok. We tried a number of the suggests provided and found that the invoice was not approved.  Normally, these types of transactions are automatically "marked" as approved so there is never a need for us to even verify this field.  Thanks everyone.

    ------------------------------
    James Wong
    Senior Finance Manager
    Murray Franklyn Companies
    Bellevue WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


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