Creating a Negative AP Balance on a Voucher

Accolent ERP allows the user to create a negative Accounts Payable (“AP”) balance in a vendor’s account, if necessary. This can be done by creating a manual check to either (1) overpay an existing voucher or (2) to create and pay a zero voucher. Either of these approaches will create the desired negative AP balance. A negative AP balance may be necessary to reflect an overpayment, such as, for example, if a payment made outside Accolent ERP by ACH or wire is made twice in error. To prevent errors, this kind of adjusting transaction will only work with a manual check.

Overpay an Existing Voucher

  • Assume a duplicate payment of $231.76 had been made on vendor 104 in error.
  • To record this, an AP balance of -$231.76 needs to be entered for vendor 104.
  • Look up existing voucher ZZ6433 for vendor 104 of $988.

  • Note that the voucher, if paid within terms, will generate a $19.76 payment discount.
  • To create the desired negative AP balance, create a check for the sum of $231.76 plus the voucher amount of $988 net of the discount of $19.76 or $1,200.
  • Create Manual Check M263799 for $1,200.
  • The Manual Check for $1,200 will overpay the Voucher for $988 leaving the desired negative AP balance.
  • Note that the check amount and the sum of the current payments for each line must match.

  • The system gives a soft warning that the payment amount exceeds the voucher amount.

  • Click Yes to create the manual check for $1,200.

  • Look up voucher ZZ6433 – shows the payment and the negative AP balance on the voucher.
  • The negative AP balance can then be used to offset other invoices from this vendor.

Create a Zero Voucher

  • Another way to achieve a negative AP balance of (say) -$550, is through a zero voucher – this might be easier to track since it won’t involve overpaying another unrelated voucher.
  • Create voucher ZZ6570 for vendor 104.
  • Select the Override PO and Receipt checkbox.
  • Select the Zero Voucher Adjustment checkbox – this distinguishes this voucher from another paid voucher.
  • Create the zero amount voucher.

  • Then create manual check M263800 to record a duplicate payment of $550.
  • Because of the Zero Voucher Adjustment flag selected, voucher ZZ6570 will be able to be selected.

  • Create manual check.

  • System again gives a soft warning that payment exceeds voucher – select Yes to continue.
  • Create the check.
  • This is the negative AP balance created on the voucher ZZ6570 for vendor 104.

 

 

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