Hello,

First, please forgive my lack of S.A. or accounting knowledge ... I'm a newbie. 

When I try to view a Vendor payment I receive the error "There is no data to report".  The original invoice and payment had to be cancelled and I think I accidentally voided the invoice before the payment, so now I receive the "no data" error when I try to review the invoice or payment.  I now have a debit in Accts Payable and a credit on the Bank Account, and a credit on the Vendor Aged Detail Report.  I think I just need to reverse the payment amount but don't know how to do so when I can't call up the payment.  I'm trying to create a journal entry by debiting the bank account but as the original expense/invoice isn't showing up in the expense account I don't know what to credit.  Yikes!  Can anyone help me fix this situation?!

Thanks!

Hi there:  I'm not sure if I am following the situation correctly from your information. Do you mean that you are still showing the cheque as being entered as a credit in the Bank account?  If so, go to that journal entry and see what exactly the accounts were that it was posted to.  Look this up in the Reports, Journal Entry section, not in the "Adjust a Payment" area. 

          Once you know how that payment was recorded you should be able to figure out a way to reverse it through the Payables Module.  You should be able to do a "minus" invoice to the particular vendor and clear the A/P part and choose the bank account as the other side of your entry.  Double check to make sure what the journal entry is doing before posting it.  (Control +J).   Give this a look to see if it works for you.  If not, come back to the forum with more clarity to your question.  Rita Deering

Hi Rita,

Yes, the cheque is still showing as a credit in the Bank account.  And except for the Payment Transactions Account report, I receive a "no data to report" error no matter which other reports I try. 

By Reports, Journal Entry section - do you mean the "General Journal Entries" report?  That report only shows my manual journal entries.  How do I find other journal entries? 

The only accounts the Payment Transactions Acct report is showing are a debit to A/P and a credit to the Bank Acct.  When I look at the appropriate expense account in the Transactions by Account Report (where the expense should have been debited), the invoice/amount doesn't show up at all.  So I can't figure out what account to credit in order to reverse the bank account credit.

Hope this is more clear.

Thanks, Rita

Hi again:  If you go to Reports, Transactions, General Journal and pick the Bank Account and dates from and to that will include that cheque number, what Journal Entry number does it say?  Double click on the entry and it should bring up the journal entry that posted it to the bank account.  Where did the other side of the entry go?  

      If you go to Reports, Journal Entries and choose All it should give you a choice by number from 1 to wherever you are at now.  This should give you every journal entry that you have posted no matter if it is a Sales or Purchases or Payroll or General Journal entry.  Does it do that?   Make sure that you also tick the box that says Show Corrections.  That will give you any reversals of entries that you seem to think you inadvertantly did.          Rita Deering

Hi again,

I realized you were speaking about the actual menu item "Reports".  I was using the Report Centre. :)  Now that we're on the same page, I found the report of ALL entries and clicked on the Journal Entry number for that cheque payment.  It gives me the error "There is no data to report."  It can't open the journal entry.  All I can see is the cheque entry.

Thx. Heather

Hi Heather:  I am getting a bit lost with this too.  Where are you seeing the cheque entry?  Is it actually showing in the Bank account in the General Ledger when you go to Reports, Transactions, General Ledger, Bank and do the start and end date that should include that cheque?    Rita

LOL ... are we in the same version? :)  I'm using Simply Accounting 2008 (just in case). :)

When I go to Reports, Transaction Details, General Journal, I get only the manual general journal entries.  There isn't a "General Ledger" under my "Transaction Details".  So, I go to Reports, Transaction Details, All and there I can see all the journal numbers.  Under J303, is cheque #67.  I can also see it when I do a Transactions Report by Account and select the Bank Account.  This report is under the Report Centre.

Heather :)

Hi Rita,

I'm going home now ... it's 7:48 pm and WAY past time I should be outta my office! :) I'll be back on Tuesday (long weekend, yay).  Look forward to continuing our conversation.

 Thx.

Heather

Hi Rita,

Are you available to continue helping me with this issue?

Heather

Hi Heather:  I was re-reading the go round that we have had here without solving anything.  Do you think you could start again and just say what needs to be corrected to make it better.  Then we can just figure a way to do an entry that will make the correction.  As long as you are sure what exactly happened in the first place -- that no expense seems to be entered any more and the payment that was made is still showing and needs to be cancelled.  Maybe say what module you were using in the first place before things went wrong on this one.    Rita

Hi Rita:  That's a good idea. :)  I'll do it in list form too.  Reminder - I'm using S.A. 2008.

1. I used the Vendor & Purchases (V&P) module to create a Purchase Invoice.
2. In the V&P module again, I used the Pay Purchase Invoice to enter a cheque payment of that Purchase Invoice.
3. In the V&P module, I performed a "find" and opened up the original Purchase Invoice.
4. While displaying the original Purchase Invoice, I selected "Void Invoice" under the Menu item "Purchase".

So I'm left without an expense but a payment still shows in the Bank Account.

Whew!  That sounds much clearer! :)

Thanks, Rita.

If the invoice was cancelled at this point you need to get your money back for the cheque you wrote to the vendor.  When you deposit the cheque to your bank account the payment now showing will be countered by it.  BTW there should be a credit note showing on the vendor account as well.

Thanks, Michael.  I'm fairly new to S.A., so please bear with my next questions. :)

The cheque to the vendor was never given to the vendor.  The hard copy has been voided.  From an accounting perspective, what's the best way in S.A. to "deposit" our VOID cheque to our bank account?  Should I just use the Payment Receipt in the Customer/Sales module?

Regarding a credit note on the vendor account ... do you mean after I deposit the cheque back to our bank account?  Currently, there is no credit note on the vendor account as the entire purchase invoice was VOIDED and it wiped out all record of the invoice transaction.

 Heather

Hi Heather:  When the invoice was Voided the system must have done something with the other side of the original payment entry.  Which is why you are showing an amount in the Vendor's A/P account. (You said in your very first post that you had an amount in A/P and on the Vendor's Aged Report for A/P.) Make sure that the Vendor in question does have a balance showing.   So in order to clear that amount and reverse the cheque through the bank account you should do the following:

1.  Go to the Purchases Window, select the Vendor in question, and do an "invoice" to them that you enter the amount so that it credits Accounts Payable (which is what is automatically does) and instead of choosing an expense account to put the amount to, choose your Bank account number instead.  This should debit back your Bank account and credit the Vendor's account to clear it. 

2.  BEFORE POSTING the entry, go up to Report (or Control+J) and see what the entry is doing.  It should be making a Dr. to the Bank in order to cancel the cheque and a Cr. to Accounts Payable to clear the Vendor's account. 

         Have a look at this and let me know if it fixes the problem.    Rita 

WOW!  That's great!  And it was so easy once you know how to think in S.A. terms! :)

Oh, and you were right of course - I forgot the amount was still showing on the Vendors A/P.

Thanks for all your help, Rita! (Next time I'll remember to void our cheque payment BEFORE voiding the vendor invoice! haha)

Have a great week!