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Hi, I am looking to untangle a mess that was created as a result of incorrectly matching PO receipts to the wrong invoice numbers. It has had several downstream negative effects. The issue is the the invoices are all in paid status.
Is there a process to unwind the incorrect matching and re-match things correctly?
Thank you!
Best answer by Adam Bereda
View originalOnce you have got to a bunch of invoices in paid status with the wrong match, you really can’t unwind what was already done wrong. The best you can do is clear out the left over unmatched receipts to correct the Goods Received Not Invoiced view. (assuming this is the negative effect you are experiencing).
You can process invoices at 0.00 to match the receipts and sort of move them to the correct supplier account, but even that takes a lot of work to sort out what the correct PO/Invoice it should have went to and whether you really did pay the supplier for what they were owed.
When we went through this, we ended going to each affected supplier and either getting confirmation from them they were fully paid and if not getting a statement from them showing what was outstanding so the balance could also be cleared in the matching of the remaining receipts.
Nothing easy or straightforward about it and it took us months to clear to something reasonably useful.
Hi, Duayne,
Technically, everything is possible, but it involves a lot of work and requires cooperation of multiple actors. To remove matching requires to cancel invoice, if it is paid - to partial rollback payment first, and if payment is matched in bank reconciliation - this reconciliation should be removed at the very beginning. And then invoice must be registered, matched and approved and everything done once again, in reverse order. Coordination is required to avoid doubled supplier payment.
As Shawn suggested, perhaps solution would be to register one or more dummy zero-value supplier invoices (one for each invoice affected, with its original number with some suffix indicating correction?), matching them with incorrect receipt with negative quantity and with correct one with positive? This would keep effort in one area only, eliminating need of cooperation, but I am not sure if all “downstream negative effects” you mentioned can be eliminated that way.
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