Land Generated A/P Invoices

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Land Generated A/P Invoices

How to handle Land generated AP Invoices

The Mistake:  The wrong payment was extracted from Land or payment was made by someone else.
Single Payee:

1.Attempt to void the invoice in the Accounts Payable module Void A/P Check. (Note: the invoice must be posted before it can be voided). This will update land with an updated done item to show the void and will also reset the payment obligation as if it had never been paid. If you are unable to void the invoice due to multiple payees proceed with the following steps.

2.Add a reversing AP Invoice in “Enter Invoices to Pay” for each payee.  Be sure to enter the Invoice Amount as a negative value and use the same G/L coding as the original invoice. See Entering a Credit Invoice. If you get a duplicate invoice warning change the invoice date to a different value. If you continue to get the warning, also change the invoice number.

3.Clear AP invoices thru “Add Ck# to Updated Inv”. Be sure to set “Check Information” to Draft and select both invoices. See multi-selection for steps on how to select multiple items. Repeat this step for each payee.

4.In Land, the "Done" items need to be updated to reflect the reversal. Update the description in order to document the reason for the reversal. Review the payment obligation and correct the due date or read the payment obligation as applicable.

For checks returned due to a bad address or a refusal to deposit.

1.Void the check(s) through “Void A/P Check” .

2.In the General Ledger module / Entries, make a manual entry to transfer the amount from your AP account to a Liability account, preferably subbed out by the same Sub-Table as your AP account. Repeat for each payee/invoice.

3.Clear AP invoices thru “Add Ck# to Updated Inv”. Be sure to set “Check Information” to Draft and select both invoices/entries.  See multi-selection for steps on how to select multiple items. Repeat this step for each payee.

4.Update the owner’s AP Options to “No – don’t Pay” on their owner Sub-Account maintenance so that future land checks do not accidentally get printed and mailed.