Invoice related to voided check not showing up on A/P Aging report

Patrick Lunn
Patrick Lunn
Sixth Anniversary Kudos 2 Name Dropper Participant
in Blackbaud Financial Edge NXT® General Discussions

I think there has to be something I'm missing. Here's the situation:

  1. we entered and posted an invoice into A/P on 11/15/21
  2. Wrote the check in 12/21
  3. Since the check hadn't been cashed, I voided/reversed the check with a posting date of June 1 2022, and did not delete the original invoice
  4. I figured out how to pay this vendor electronically, and made an electronic payment on 7/12/22

The problem I'm seeing is, when I run the A/P Aging report for the end of the fiscal year, 6/30/22, I do not see this invoice listed on it. The report doesn't tie to the GL account, and it's off by the amount of this invoice.

I traced the postings through the A/P GL account, and everything seems to be fine. The void I did on June 1 re-credited the amount to A/P just as I expected it to. It should be on the A/P Aging report, but it isn't. What happened?

Comments

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

    @Patrick Lunn
    for the open invoice report or the AP Aging, it's important to know on the orignal payment what the “void” date is. That controls when AP considers the original check dead , regardless of the GL post date. Open the origninal check , and if in DB view near very bottom it will show you the void date. In web view it should list it on the voided check as well. But I'd confirm that first as that's likely the reason you're not seeing the invoice on the AP aging.

  • Patrick Lunn
    Patrick Lunn
    Sixth Anniversary Kudos 2 Name Dropper Participant

    @Kevin Brazell Ah, thanks. Based on this I think I see what happened. I thought the payment reverse date was the controlling date for the AP system. I thought the void date was just the day I happened to do it.

    I don't suppose there's any way to unwind the 6/30/22 bank rec, and fix this? Doubtful - I know this isn't Quickbooks where you can do things like that. I will just have to explain it. Or export the report to Excel and add the invoice manually.

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