Overview

When a settlement check is posted from NorthScope, it sends an invoice with a check attached for the full amount of the payment to GP in a payables batch in the Purchasing module. Once a user posts the batch in GP, if the user needs to remove the settlement, the check AND invoice must be voided. This process can be completed following the steps below.

Step 1: Void the check in Dynamics GP.

Open Microsoft Dynamics GP and navigate to Purchasing→Transactions→Void Historical Transactions. This will open the Void Historical Payables Transactions window.

From the Void Historical Payables Transactions window, select the Vendor to which the settlement check was written using the Vendor ID lookup. Once the vendor is selected, a list of all historical payables transactions for the selected vendor will display.

Then, select the settlement check to be voided by checking the checkbox in the Void column. After selecting the Void checkbox for the settlement check, click the Void toolbar icon to void the check.

Once the void process has completed, the check will no longer display in the window

Because the check was applied to an invoice, voiding the check will reopen the invoice, which must now be voided.

Step 2: Void the check’s corresponding invoice in Dynamics GP.

To void the invoice, navigate to Purchasing→Transactions→Void Open Transactions. This will open the Void Open Payables Transactions window. From the Void Open Payables Transactions window, select the same Vendor as the Vendor that’s settlement check was just voided using the Vendor ID lookup.

Then, select the invoice to be voided by checking the checkbox in the Void column. After selecting the Void checkbox for the invoice, click the Void toolbar icon to void the invoice.

Once the void process has completed, the invoice will no longer display in the window

Voiding both the check and the invoice in GP will update the fisherman’s settlement balance in NorthScope.

Step 3: Run the Account Balances Report to verify the check and invoice were properly voided

In order to verify there are no settlement checks that have been voided without their corresponding invoice being voided also, the user can use the Account Balances report in NorthScope. The Account Balances report can be found in Purchasing→Reports→Account Balances. When the Account Balances report is ran, if there are any fisherman that have a voided check with a corresponding open invoice in GP, the fisherman will display at the top of the report in red.

Therefore, if the user correctly voided both the settlement check and the corresponding invoice in Steps 1 and 2, when the user runs the Account Balances report, the fisherman for which the check and invoice were voided will not appear at the top of the report in red.

If the user is ever unsure if a settlement check’s invoice has been voided, the user can run the Account Balances report and if a fisherman appears in red at the top of the report, the user can then repeat Step 2 for that fisherman.

To locate the invoice that needs to be voided, open Dynamics GP and navigate to Purchasing→Inquiry→Transactions by Vendor. Select the Vendor using the Vendor ID lookup and select only ‘Open’ from the ‘Include’ options. Since invoices should only be made to fishermen when settlement checks are integrated from NorthScope, the open invoice that needs to be voided should be the only invoice that displays. Record the invoice number and repeat Step 2 for the recorded invoice.