FE AP Refund Check/Invoice Payment Crossing Fiscal Years

Melinda Chandos
Melinda Chandos
Fourth Anniversary
in Blackbaud Financial Edge NXT® General Discussions

hi all--we had a single vendor who refunded $200 for missing services from an already paid June 2022 invoice, then subtracted $75 to pay off a separate/unrelated June 2022 invoice. They issued this combined value via check, which was cashed in July 2023, a new Fiscal Year for us. We are trying to figure out how best to post this, as the AP Invoice section won't allow us to apply their check as “payment” for that $75 invoice. If we input the check as a deposit/cash receipt in treasury for reconciliation purposes, then it won't track in our AP reporting. The fact that it also crosses Fiscal Years is also a challenge. Any suggestions?

Comments

  • Kevin Brazell
    Kevin Brazell Blackbaud Employee
    Tenth Anniversary Kudos 5 First Reply Name Dropper

    @Melinda Chandos
    Hey Melinda, So I take out of the 200 refund, they applied the 75 to another invoice on their side, and issued a check for 125. If so, then the check should be deposited. That is not going to affect AP at all as far as what is owed to the vendor. The 75 they used, that can be entered as an AP Credit memo and you can apply that to the invoice in question. As for Post dates, if they issued the check after June, then you should enter it with the check date and post it with that date as part of the deposit you'd entered. As for the Credit memo , you techncially could pick a different date if you wanted, but to be consistent I'd keep the date entered similar to the time frame this happened.

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