AP Debit/Credit Memo Void

 

Debit Credit Memo Void is found on the Accounts Payable Data Entry menu, 1-5.  When a credit or debit memo entered through Accounts Payable Debit or Credit Memo Entry is incorrect, the debit or credit memo is voided through Debit/Credit Memo Void.  The credit or debit memo is removed from the vendors account.  Reasons to void a credit or debit memo is entry of an incorrect amount, wrong vendor, and wrong dates.  It will also correct the General Ledger distribution.  The Debit/Credit Memo Void program is basically a reversal of the Credit or Debit Memo Entry program.  All of the files that were updated in Debit or Credit Memo Entry are reversed out in the Debit/Credit Memo Void program.  When a credit or debit memo is voided and there is an existing A/P History File, the APHist record for the record is marked as a void.  Thus the Invoice Inquiry of the credit or debit memo will reflect that the record has been voided.  Voids are allowed on all A/P credit or debit memos unless they have been applied on an A/P check.

 

There are two possible ways the program will void credit and debit memos.  If there is an APHist File found for the debit or credit memo, the void is automatic.  Input of the vendor and voucher control number, displays the record and General Ledger information.  The program automatically updates all of the files with the information stored in the APHist and GLHist Files.  If there is no APHist File found the operator must enter the General Ledger distribution.  Proper updating will than occur.

 

There should generally be an existing APHist File to perform the automatic credit or debit memo void.  The only reasons not to have this file is if the file has been purged or was not created correctly during A/P Credit or Debit Memo Entry.  All A/P credit or debit memos created prior to the loading of the LMS Revision 11 will not have an APHist File.  Thus voiding any A/P debit or credit memos created, prior to loading Revision 11, will not be able to be voided automatically.  The General Ledger distribution must be entered by the operator.

 

The documentation on the operation of Credit or Debit Memo Void will include the operation of the automatic and non-automatic void.

 

 

 

 

Introduction  (Contd)

 

Use of the Accounts Payable Debit/Credit Memo Void, results in the following functions. 

 

Vendors can be accessed by vendor number or through an alpha vendor name search. 

 

All of the Accounts Payable reports and Vendor Analysis reports are updated.  The Vendor File is added to for month and year to date purchases.

 

The General Ledger is updated with a credit to the Accounts Payable account.  The amount credited is the total amount of the credit or debit memos.  The Accounts Payable account is defined in the Global File.  All of the expense distributions are posted directly to the General Ledger.  The Automatic Credit/Debit Memo Void uses the GLHist File to identify which accounts were entered on the credit or debit memos.  These accounts are than automatically posted to the General Ledger and are debited. 

 

Default G/L account numbers display on the non-automatic Debit/Credit Memo Voids.  This will be the default from the Vendor File.  The defaults must be overridden to the actual accounts entered on the A/P credit or debit memo.  On the automatic voids, the actual G/L distribution, entered on the credit or debit memo, appears.  The operator does not have to enter the distribution.

 

After the entry of the non-automatic void, there is the ability to cancel the entry of the void.  Cancellation of the void means no files are updated and allows the operator the ability to redo the credit or debit memo void.  On automatic voids, after the display of the General Ledger distribution, the operator can also cancel the void.

 

 

 

 

Enter Data

 

Transaction Date

 

When entering the program from the menu the cursor will stop at Transaction Date.  A carriage return accepts the system date as the transaction date.  This can be overridden.  Whatever date is input determines what fiscal month is updated in the General Ledger.  It is not the credit or debit memo date that determines the month the General Ledger is updated.  It is the transaction date input when entering the program.  Thus it is extremely important that the correct transaction date is entered.  As an example, the current system date is 10/01/95.  However, you want the void to be reflected in the month of September and you want them posted to the General Ledger for fiscal month September.  Thus in order for the General Ledger to be updated for the month of September, a transaction date of 09/30/95 should be entered when entering the program at the Transaction Date menu prompt.  The transaction date that is input is also the entry date stored in the G/L Files.  (MMDDYY)

 

Notice on the following screen sample, that the fiscal month that is updated in the General Ledger is displayed after the heading Month.  In this example, the fiscal year begins in January so month 12 is December.  If the fiscal year began in July, entering a transaction date of 12/15/95, would post to fiscal month 6 in the General Ledger.

 

 

If an attempt is made to enter the Debit/Credit Memo Void program while someone is in A/P Check Writing or Check Writing Conversion, the message Accounts Payable Check Writing In Process appears.  If you have already entered some voids or are in the middle of one and someone begins check writing, the record you are voiding is completed but no more voids are allowed.  The message appears.  The procedure control totals are than accessed.  You cannot void credit and debit memos while check writing is in process.

 

 

 

 

Enter Data  (Contd)

 

In Global Record 6 the Accounts Payable G/L account number is stored.  These are the accounts that are automatically posted to when exiting the program.  If there is an invalid G/L account number stored in Global Record 6, input of the invoice void is not allowed.  The following prompt appears upon entry to the program.  Entering a carriage return exits the program and returns to the Accounts Payable Data Entry menu.  You must have a valid account number stored in the Global File in order to void an invoice.

 

There Are Invalid G/L Account Numbers In Global Record 6 - Input Not Allowed.  

Enter 'CR' To Return To Menu                                                   

 

 

Entering the Vendor

 

Vendor No.

 

Input the vendor number that the credit or debit memo is from.  This must be a valid Vendor number.  The vendor name displays.  If an invalid number is input, the prompt Invalid Vendor  appears.  The cursor returns for reinput.  To exit the program input an E, END or TOT.  If at least 1 alpha character or a number greater than 8 digits is entered the program performs an alpha search on the vendor name.  You may enter up to 25 alphanumeric characters.

 

 

 

Enter Data  (Contd)

 

Entering the Vendor  (Contd)

 

Vendor No.

 

When the alpha search on the vendor name is made, the cursor is at one of the two following prompts.

 

Select Vendor Choice Or E'nd

Display N'ext, Select Vendor Choice, Or E'nd

 

 

 

 

 

Enter Data  (Contd)

 

Entering the Vendor  (Contd)

 

Select Vendor Choice - E'nd

Display N'ext, Select Vendor Choice, Or E'nd

 

The screen displays all vendors that have a name which begins with the inputted characters.  Each line contains the vendor number, complete name, and the second and last lines of the vendor's address.  Only 15 characters of the last address line display.  A computer assigned number is associated with each vendor.  The first prompt appears when there is less than 15 vendor choices.  The second prompt appears when there is more than 14 vendor selections.  Enter the line number that corresponds with the desired vendor.  If an invalid line number is input the prompt Selection Is Out Of Range will appear and the cursor will return for reinput.  Enter an E to exit the search and return to the Vendor No. prompt.  Enter a N for next to view the next screen of vendor choices.  When a N for next is input the cursor is at one of the two following prompts.

 

Display Next P'revious, Select Vendor Choice, Or E'nd          

Display P'revious, Select Vendor Choice, Or E'nd          

 

The first prompt appears until the last screen of vendor choices is accessed.  The second prompt appears when the last screen is reached.  Enter the line number that corresponds with the desired vendor.  If an invalid line number is input the prompt Selection Is Out Of Range will appear and the cursor will return for reinput.  Enter an E to exit the search and return to the Vendor No. prompt.  Enter a N for next to view the next screen of vendor choices.  Enter a P for previous to go back one screen of selections.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Contd)

 

Entering The Credit/Debit Memo To Be Voided

 

Once the selected vendor choice or a valid vendor number is input, the vendor name appears.  If the miscellaneous vendor number 999999 is input an additional prompt appears.

 

Input Miscellaneous Vendor Name

 

 

Input the name of the vendor the credit or debit memo is assigned to.  This is the name that is printed on the Accounts Payable reports.  Miscellaneous vendors are used for vendors that you do not need a permanent Vendor File.  The invoice for that vendor is a one time or very uncommon occurrence.  For more information on the set up of the miscellaneous vendor see page 510, Vendor File Maintenance.  (25 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Entering The Credit/Debit Memo To Be Voided  (Contd)

 

Cont. No.

 

Every credit or debit memo that is created in A/P Invoice Entry is assigned a voucher control number.  When the credit or debit memo is applied to an invoice the control number for the credit or debit memo is the same as the invoices.  An open credit or debit memo is assigned its own unique voucher control number.  In order to void a credit or debit memo, you must enter the voucher control number that was assigned when the debit or credit memo was created.  Control numbers can be found on the majority of the A/P reports and the Vendor Inquiry.  Entering ERROR, / slash, or an up arrow key returns the cursor to the Vendor No. prompt.  Entering a carriage return, a control number that is not found in the open A/P invoice files, or a control number that is only assigned to an invoice and not a credit or debit memo, produces  the prompt, Debit/Credit Memo Not Found.  The cursor returns to the Vendor No. prompt.

(8 Digits)

 

The following message appears when a control number is entered that is assigned to a debit or credit memo that has been applied to an A/P check.  No voids are allowed on debit or credit memos that have been applied to an A/P check either as a partial or full amount.  Note, if the check, which is the payment record, is voided, the credit or debit memo can than be voided.

 

Payment Has Been Made Void Not Allowed

 

 

 

 

Enter Data  (Contd)

 

Entering The Credit/Debit Memo To Be Voided  (Contd)

 

Once an acceptable control number is entered information from the credit or debit memo is displayed.  This includes the credit or debit memo number, amount, and credit or debit memo date.  The cursor is at the following prompt.

 

Is This The Debit/Credit Memo Y/N ?

 

 

Enter a Y for yes to accept this as the record that is to be voided.  Enter a N for no to not accept this as the record to be voided.  If there are any other existing credit or debit memos with the same vendor, control number, they will than display.  This would occur if more than one credit or debit memo was applied to the same invoice.  If there are no more, the prompt Debit/Credit Memo Not Found appears.  The cursor returns to the Vendor No. prompt.  A slash or up arrow key ^ exits the voiding of the record. 

 

When a Y for yes is entered, if the credit or debit memo has an existing A/P History File, the void proceeds as an automatic void.  The operator will not have to enter the General Ledger distribution.  If there is no existing A/P History File, an automatic void can not be made.  The operator must enter the General Ledger distributions.  When no A/P History File is found the following prompt appears after entering a Y for yes.  The purpose of the prompt is to alert the operator that no APHistory File is found for this credit or debit memo, thus an automatic void can not occur.

 

Accounts Payable History Record Not Found.  You Must Enter The Distributions. Enter CR To Continue.   

 

Entering a carriage return continues the program on with the void process.

 

 

 

Enter Data  (Contd)

 

Automatic Void Of Credit Or Debit Memos 

 

Following are the procedures when a credit or debit memo has an existing APHistory File.  An automatic void will occur.  All of the General Ledger distributions display.

 

 

All of the accounts, amount distributed, description of the account number, and the special description accepted on the debit or credit memo for that G/L distribution, display.  These are the accounts and amounts that will be debited with an entry into the General Ledger.  The displayed special description will be written into the General Ledger entry.  The GLHist File is used to display and make the distributions.  These cannot be changed in the Debit/Credit Memo Void program.  There should be no reason why the distributions stored in the GLHist File would ever be different than the distributions entered on the debit or credit memos.  The only way a difference could occur is if they werent created correctly or they were changed.  Note, if they are not correct the void should be canceled.  Also note that if the displayed G/L account has been deleted from the Chart of Accounts, the account name will display as Invalid Account.  The void should be canceled.

 

 

 

 

Enter Data  (Contd)

 

Automatic Void Of Credit Or Debit Memos  (Contd)

 

On automatic voids the cursor is at one of the two following prompts.

 

Accept Or Cancel

Next, Accept, Or Cancel

 

The first prompt appears when all of the distribution fits on one screen.  The second prompt appears when the distribution exceeds one screen.  Entering a N for next displays the next screen of distributions.  One of the two following prompts appears.

 

Next, Previous, Accept, Or Cancel

Previous, Accept, Or Cancel

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen is accessed.  The purpose of paging back and forth between screens is just to verify that this is the debit or credit memo that you wanted to void.  Enter a N for next to view the next screen.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Contd)

 

Automatic Void Of Credit Or Debit Memos  (Contd)

 

Accept Or Cancel

Next, Accept, Or Cancel

Next, Previous, Accept, Or Cancel

Previous, Accept, Or Cancel

 

If you do not want to void the displayed credit or debit memo, enter a C for cancel.  The following prompt appears.

 

Cancellation Means That No Updating Will Take Place For This Entire Void 

Are You Sure You Want To Cancel ?  (Y'es/N'o)                             

 

 

Entering a Y for yes cancels the voiding of the credit or debit memo.  The record is not voided.  No updating occurs.  The cursor returns to the Vendor No prompt.  Enter a N for no to not cancel the void.  The cursor returns to the Accept prompt.

 

 

 

Enter Data  (Contd)

 

Automatic Void Of Credit Or Debit Memos  (Contd)

 

Accept Or Cancel

Next, Accept, Or Cancel

Next, Previous, Accept, Or Cancel

Previous, Accept, Or Cancel

 

Enter an A to accept the void.  The credit or debit memo is voided and all file updating occurs.  The following appropriate prompt appears.

 

Credit Memo Voided.  Press 'RETURN' To Continue    

Debit Memo Voided.  Press 'RETURN' To Continue    

 

 

 

A carriage return returns the cursor to the Vendor No. prompt.  When this prompt appears you know the credit or debit memo has been successfully voided.

 

 

 

Enter Data

 

Voiding A Credit Or Debit Memo With No History

 

The following documentation applies to voiding a credit or debit memo with no APHist or GLHist Files.  An automatic void cannot be made.  Entry of the credit or debit memo record that is to be voided is the same as described beginning on page 195.  After inputting the control number, the General Ledger distribution screen displays.  Be sure and enter the same G/L distributions that were entered when the credit or debit memo was created. 

 

Account

 

 

If there is a General Ledger Account number stored in the Vendor File that is the default.  A carriage return accepts the default account.  This can be overridden.  If there is no default the Account is blank and a valid General Ledger Account must be input.  When an invalid G/L account is input, the prompt Invalid Account # Or Type appears.  The cursor returns for reinput.  The C/M/D/M. Bal. is adjusted after each distribution.  The description of the G/L account number displays.  After at least one entry input TOT to exit the entry.  As many General Ledger distributions may be entered as desired.  (8 Digits)

 

Amount

 

Input the amount desired for the distribution.  A carriage return accepts the displayed C/M/D/M. Bal as the amount.  A positive number should be input.  The program knows this is a credit or debit memo.  The entry will be debited.  A negative or zero dollar amount may be entered but this will add back to the credit or debit memo balance and the entry is credited instead of the normal debit entry.  The only time a negative sign should be input is if a negative sign was input when creating the credit or debit memo.  Input ERROR or ^ to return to Account.  After the amount is entered the Cumulative is updated, reflecting the total amount distributed.  (9 Digits - No Decimals)

 

 

 

Enter Data  (Contd)

 

Voiding A Credit Or Debit Memo With No History  (Contd)

 

Special Description

 

If a carriage return is input the vendor name will automatically be the default.  A description identifying the distribution may be entered.  The description remains with the General Ledger Account number input on the distribution.  Descriptions are printed on the General Ledger and Expense Distribution reports and the General Ledger Inquiry.  Type in ERROR to return to Account.  An up arrow key returns to Amount.  (23 Alphanumeric)

 

Once TOT has been entered at Account, one of the two following prompts appear.

 

Enter # To Change, A'dditional Input, Or 'CR' To End

Enter # To Change, Additional Input, Next, Or CR To End

 

 

The first prompt appears when the G/L distributions are less than 13.  The second prompt appears when the total G/L distributions exceed 12.  Entering a N for next allows viewing of the next screen of distributions.  When a N for next is input one of the two following prompts appear.

 

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

The first prompt appears till the last screen of distributions is accessed.  The second prompt appears when the last screen is reached.  Entering a N for next allows viewing of the next screen of distributions.  Enter a P for previous to go back one screen of distributions.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Contd)

 

Voiding A Credit Or Debit Memo With No History  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

You may change any of the G/L distributions that were made.  This is using the Enter # To Change in the prompts.  Enter the corresponding line number of the distribution that is to be changed.  The distribution entry is displayed at the bottom of the screen.  The cursor is at the Account prompt.

 

 

The entered G/L account number is displayed.  A carriage return accepts this account.  This may be changed to another valid G/L account.  When overridden the description of that account is displayed.  Entering an invalid account produces the message Invalid Account Number Or Type.  The cursor returns for reinput and the original account is redisplayed.  Entering ERROR returns the cursor to the change prompt.  The data will stay as is.

 

Amount

 

The amount entered on the add is displayed  A carriage return accepts it.  This can be changed if desired.  If changed the C/M/D/M. Bal. is adjusted.  An up arrow key ^ or ERROR returns to Account.  Note, if the entry was not desired and there is nothing to change the account to, enter a zero for amount.  The entry remains but is a zero amount.  (9 Digits - No Decimals)

 

 

 

Enter Data  (Contd)

 

Voiding A Credit Or Debit Memo With No History  (Contd)

 

Special Description

 

The description entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  An up arrow key ^ returns to Account.  Inputting ERROR returns the cursor to the Account prompt.  The data returns to the original data.

(23 Alphanumeric)

 

You may also add additional G/L distributions.  This is using the Additional Input part of the prompts.  When an A for additional is entered the cursor is at the Account prompt.

 

 

Operation is the same as described on the original add.  See page 201.  If a default account is stored in the Vendor File, that displays.  An ERROR or TOT ends the add.  The cursor returns to the Enter # To Change prompt.  A carriage return at amount will enter the credit or debit memo balance.  The amount can be entered.  Any amount entered adjusts the balance.  The default special description, which is the vendor name, can be overridden.  After the first additional input the cursor returns for another, until TOT is entered at the Account prompt.

 

 

 

Enter Data  (Contd)

 

Voiding A Credit Or Debit Memo With No History  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

Once all of the G/L distributions are entered and all changes or additions made, entering a carriage return exits the entry of the G/L distribution. 

 

Exiting an A/P credit or debit memo void is not allowed if the total amount of expense distributions does not equal the total credit or debit memo amount.  Thus the D/M/C/M Balance would not be at zero.  If carriage return to end is input and the D/M/C/M Balance is not at zero, the following prompt displays.

 

Void Amount:     #  Total Distributions:     #

Void/Distrib Not In Balance - M'ore Distrib, Or C'ancel 

 

 

The credit or debit memo amount and the total of all of the G/L distributions made on that void display.  There are two options at this prompt.  One is to enter a M to make more distributions.  What you want to do is apply the credit or debit memo balance.  The program returns to the screen that shows all of the G/L distributions that were entered.  You may than change or add G/L distributions.  When you have netted the credit or debit memo balance to zero, exit the entry of the G/L distributions with the carriage return.

 

 

 

Enter Data  (Contd)

 

Voiding A Credit Or Debit Memo With No History  (Contd)

 

Void Amount/Distrib Not In Balance - M'ore Distrib, Or C'ancel

 

The last option is to cancel the void.  When a C to cancel the void is input, the entire transaction is canceled.  Nothing is updated.  Thus if you have made so many errors that it is easier to cancel the transaction and start over, than try to correct the errors, enter a C.  When a C to cancel is entered, the following prompt appears.

 

Cancellation Means That No Updating Will Take Place For This Entire Void

Are You Sure You Want To Cancel ?  (Y'es/N'o)                          

 

Enter a Y for yes to cancel the transaction.  The record is not voided.  Entering a N for no will return the cursor to the Void Amount/Distrib Not In Balance - M'ore Distrib, Or C'ancel prompt.

 

When the credit or debit memo amount nets to zero and you have exited the G/L distributions, the cursor continues to one last prompt for that record.

 

A'ccept, Or C'ancel,

 

 

When a C to cancel the void is input, the entire transaction is canceled.  A void is not created.  Nothing is updated.  Thus if you have made so many errors that it is easier to cancel the transaction and start over, than try to correct the errors, enter a C.  When a C to cancel is entered, the following prompt appears.

 

 

 

Enter Data  (Contd)

 

Voiding A Credit Or Debit Memo With No History  (Contd)

 

Cancellation Means That No Updating Will Take Place For This Entire Void

          Are You Sure You Want To Cancel ?  (Y'es/N'o)                

 

Enter a Y for yes to cancel the transaction.  No void is made.  Entering an N for no returns the cursor to the Accept, Or Cancel, prompt.

 

Accept,  Or Cancel,

 

When the void information is correct, the final acceptance of the void must be made.  Enter an A for accept.  The following prompt appears.

 

Credit/Debit Memo Voided.

 

As soon as an A for accept is input, all of the files for that void are updated, with the exception of the credit G/L entry to the Accounts Payable account.  That will be updated when exiting the program.  The above prompt displays after the updating is completed.  The prompt verifies that the record is voided.  The cursor returns to the Vendor No. prompt.  The void is added to the total amount and number of voids entered.  This displays after the heading Post. 

 

 

 

 

 

Additional Information

 

Updating Of Files

 

Following is a recap of the files that are updated when a credit or debit memo is voided.  This relates to records with or without APHistory and GLHistory.

 

A/P Files

 

All of the A/P Files are updated.  The credit or debit memo is removed from the vendors account.  The void record appears on the A/P Transaction Register and Voucher Number Report.

 

Vendor File

 

The amount is added back to purchases month and year to date.  Number of invoices month and year to date is reduced by one.  The A/P Balance is updated.

 

General Ledger and Chart Of Accounts Files

 

An entry is written to the G/L File for each expense distribution entered.  The source code of the entry is AP.  Also written is the fiscal month number, account number, amount distributed, credit or debit memo date, system date, vendor number, voucher control number, and the special description.  The Chart File is also updated with the amount.  The credit to the Accounts Payable G/L account for the total credit or debit memo amount is not made until the A/P Debit/Credit Memo Void program is exited and the procedure totals are displayed.

 

A/P History File

 

If there is an existing APHistory File, the existing record is marked as a void.  When viewing the credit or debit memo in the Invoice Inquiry, the credit/debit memo will reflect that it has been voided.  For credit or debit memos entered prior to Revision 11, no APHist record exists thus no updating will occur on this file.

 

G/L History File

 

If there are existing GLHistory Files, the existing records are marked as a void.  When viewing the credit or debit memo in the Invoice Inquiry, the record reflects that it has been voided.  For credit or debit memos entered prior to Revision 11, no GLHist records exist thus no updating will occur on this file.

 

 

Additional Information  (Contd)

 

Summary Of Operation

 

Following is a brief summary of the voiding of an A/P invoice or credit memo.

 

The vendor the credit or debit memo is assigned to must be entered.  This can be accomplished by input of the vendor number or performing an alpha search on the vendor name.

 

After entering the assigned voucher control number, the header information is displayed.  The operator than accepts or rejects this as the correct credit or debit memo that is to be voided.

 

If there is an existing APHistory and GLHistory File the void proceeds as an automatic void.  The General Ledger distributions are displayed.  The operator can page back and forth, viewing all of the distributions included on the credit or debit memo.  After verifying everything is correct, the operator accepts the void.  File updating than occurs.  All G/L information is from the GLHist Files.  The record is marked as a void.  Viewing the credit or debit memo in Invoice Inquiry reflects that the record has been voided.  Prior to the final acceptance of the void, the operator can also cancel the void transaction.  No file updating will than occur.

 

When there is no APHistory and GLHistory Files, the operator must input the G/L distributions.  A default General Ledger account number from the Vendor File will appear.  The default account must be overridden to match the input when the credit or debit memo was created.  The G/L distributions may be changed as many times as desired, prior to the final acceptance of the void.  You also may add more distributions.  Once all information is correct the final acceptance of the void is made.  At this time all file updating occurs.  Instead of accepting the void the operator may also cancel the transaction.  No updating occurs.

 

 

 

Enter Data

 

Once the A/P Debit/Credit Memo Void program is exited the Procedure Control Totals display and should be used as a reconciliation tool.  At this time the one entry of the total amount voided for all records entered, is posted to the General Ledger as a credit to the Accounts Payable account, that is defined in Global Record 6.  The entry is assigned a source code of PT and includes the number of credit or debit memos voided as the description.  The cursor is at the following prompt.

 

Enter 'Y' To Return To Menu

 

 

A Y is the only valid input and will return to the A/P Data Entry menu.  The Procedure Control Totals include the following figures for all inputted voids combined.

 

Transactions  Total number of credit or debit memos entered.

 

Amount  Total voided amount. 

 

Discount  There are no discount amounts reflected on credit or debit memos.

 

Distributions  Total number of General Ledger distributions.

 

Amount  Total amount posted to General Ledger distributions.

 

Accounts Payable No  The Accounts Payable General Ledger Account number.

 

Amount  The amount posted to the Accounts Payable Account.