Purge old invoice without an invoice number


T

Ted

Is there any way of purging an old invoice that was saved without a number (never printed) whose
balance was credited by a "pre-payment entry" in a previous fiscal year end long since been closed.
There is no balance due.

The customer account has long since been "inactive" but it still shows up in Accounts Receivable
reports by name, although there is no numerical balance to report.

thks

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R

Ralph A. Jones

FWIW, try entering a "zero dollar" credit memo on their account. Then
go into "Receipts" and "receive" a payment on both the old no-number,
zero-balance invoice and the new zero-balance credit memo. That should
wash them against each other and P'Tree will take them off the aging sheet.

Hope it works.
 
T

Ted

->I don't think this is possible. To make sure I understand...You have an invoice posted to an old
period. You have a pre-payment posted to this >same account giving the account a zero balance. Is
this right?

Yes, it's an invoice entered in a closed fiscal year, and the A/R reports (in summary mode) still
lists the customer, but without any balances, as the balance of all "open" entries is zero. A/R
reports (in detail mode) report the debit and credit entries, as both the invoice and offsetting
payment are not "completed". The accounting is correct, but not in accordance with PT rules.

->If you purge the invoice, I'm thinking the account will now state a credit is due. What currently
shows when you pull up the receipts >window? Does it show the prepayment but not the invoice?

This is the rub, the customer ledgers show the historic transactions, with the final balance of
zero, but I don't seem to be able to purge any of those old entries from the system, as they still
individually show as being "outstanding" (not completed entries), although collectively, they
balance themselves to a final zero balance.

->I can't think of anything within PT that would fix this unless PT will >still print this invoice
and assign a number to it.

PT won't allow printing of an old invoice from a closed fiscal year, the print options are not
available for the subject closed fiscal year invoice.

-> With PawCom however, something may be able to be done. An invoice number could be saved to this
record, supposedly this would allow the invoice to show in the receipts window. From there, an entry
could be made to apply the prepayment to the invoice. Another option would be to delete the records
with PAWCom. But this could introduce other problems. If you don't have PawCom and need help on this
drop me an email.

The other solution I thought that would solve this problem would be to go through the "rebuilding
company" process and just delete that customer records from the applicable csv files, or just not
include any entries within the date range, but that's a lot of work just to get rid of a customer
name showing up in A/R reports without any balance.


->Ted wrote:
->
->>
->> Is there any way of purging an old invoice that was saved without a
->> number (never printed) whose balance was credited by a "pre-payment
->> entry" in a previous fiscal year end long since been closed. There
->> is no balance due.
->>
->> The customer account has long since been "inactive" but it still
->> shows up in Accounts Receivable reports by name, although there is no
->> numerical balance to report.
->>
->> thks
->>
->> When replying, please remove {_Spam_Me_Not_} from the email address.
->

When replying, please remove {_Spam_Me_Not_} from the email address.
 
T

Ted

I've tried several times to enter transactions in a current period to fix the entry in the old
period, but without an invoice number, the amount won't come up in receipts etc. At that time, I
simply didn't recognize the importance of an invoice number to the data field in PT, and after
closing the year end, I made the appropriate correct accounting entry to write-off the balance, but
that didn't fix the problem. As it stands now in my detailed A/R reports, I show two offsetting
amounts, but I can't connect the two to be able to purge them from PT.



->FWIW, try entering a "zero dollar" credit memo on their account. Then
->go into "Receipts" and "receive" a payment on both the old no-number,
->zero-balance invoice and the new zero-balance credit memo. That should
->wash them against each other and P'Tree will take them off the aging sheet.
->
->Hope it works.
->
->Ted wrote:
->> Is there any way of purging an old invoice that was saved without a number (never printed) whose
->> balance was credited by a "pre-payment entry" in a previous fiscal year end long since been
closed.
->> There is no balance due.
->>
->> The customer account has long since been "inactive" but it still shows up in Accounts Receivable
->> reports by name, although there is no numerical balance to report.
->>
->> thks
->>
->> When replying, please remove {_Spam_Me_Not_} from the email address.


When replying, please remove {_Spam_Me_Not_} from the email address.
 
T

Ted

I've tried several times to enter transactions in a current period to fix the entry in the old
period, but without an invoice number, the amount won't come up in receipts etc. At that time, I
simply didn't recognize the importance of an invoice number to the data field in PT, and after
closing the year end, I made the appropriate correct accounting entry to write-off the balance, but
that didn't fix the problem. As it stands now in my detailed A/R reports, I show two offsetting
amounts, but I can't connect the two to be able to purge them from PT.



->FWIW, try entering a "zero dollar" credit memo on their account. Then
->go into "Receipts" and "receive" a payment on both the old no-number,
->zero-balance invoice and the new zero-balance credit memo. That should
->wash them against each other and P'Tree will take them off the aging sheet.
->
->Hope it works.
->
->Ted wrote:
->> Is there any way of purging an old invoice that was saved without a number (never printed) whose
->> balance was credited by a "pre-payment entry" in a previous fiscal year end long since been
closed.
->> There is no balance due.
->>
->> The customer account has long since been "inactive" but it still shows up in Accounts Receivable
->> reports by name, although there is no numerical balance to report.
->>
->> thks
->>
->> When replying, please remove {_Spam_Me_Not_} from the email address.


When replying, please remove {_Spam_Me_Not_} from the email address.
 
D

Diane Koers

You need to print the invoice which assigns it a number, however, you can't
print the invoice from the Open (Edit) screen. You need to go to Reports,
Accounts Receivable, Invoices and print it from there. At that time, it
looks for any invoice, (including ones in prior years) with no invoice
number assigned to them and prints them an invoice. You can use a bogus
invoice number if you want. After printing, PT asks if the invoices printed
OK and you need to say "Yes".

--
Diane Koers
Co-author Peachtree for Dummies

Ted said:
I've tried several times to enter transactions in a current period to fix the entry in the old
period, but without an invoice number, the amount won't come up in receipts etc. At that time, I
simply didn't recognize the importance of an invoice number to the data field in PT, and after
closing the year end, I made the appropriate correct accounting entry to write-off the balance, but
that didn't fix the problem. As it stands now in my detailed A/R reports, I show two offsetting
amounts, but I can't connect the two to be able to purge them from PT.
 
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T

Ted

Such a simple solution which I couldn't find before.

Thank you very much .......



->You need to print the invoice which assigns it a number, however, you can't
->print the invoice from the Open (Edit) screen. You need to go to Reports,
->Accounts Receivable, Invoices and print it from there. At that time, it
->looks for any invoice, (including ones in prior years) with no invoice
->number assigned to them and prints them an invoice. You can use a bogus
->invoice number if you want. After printing, PT asks if the invoices printed
->OK and you need to say "Yes".


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T

Ted

Murphy's Law, a solution to one problem only brings on the next problem .....

When I try to print old invoice, I get an error message as follows:
"Form printing canceled because PDF document could not be created. .... reference 288"

Trying to search Peachtree's web site, I couldn't even find a reference to "reference 288", not even
a FAQ section.

I can't print any invoices from the REPORTS Menu, but I don't have any problems from the TASKS Menu
Is there an easy solution to this next problem?



->You need to print the invoice which assigns it a number, however, you can't
->print the invoice from the Open (Edit) screen. You need to go to Reports,
->Accounts Receivable, Invoices and print it from there. At that time, it
->looks for any invoice, (including ones in prior years) with no invoice
->number assigned to them and prints them an invoice. You can use a bogus
->invoice number if you want. After printing, PT asks if the invoices printed
->OK and you need to say "Yes".


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T

Ted

Hi John,

Thanks for your response.

->For this case, what happens when you try to just print to a normal printer instead of PDF?

Same results. I have a number of printer drivers for both real and virtual printers, and I got and
still get the same error message every time. I tried to print with two of my four real printers and
three of my six virtual printers without success.

Copying the <framedyn.dll> file to my system32 directory didn't make any difference, even after
rebooting and trying it again. Solution 2 wasn't applicable in my situation, as I have full
administrator rights on my user account, from which I install all my applications.

My printing problems are all from within my REPORTS menu, yet I don't experience any difficulty
printing from within my TASKS menu or QUICK LAUNCH task bar. Somehow, I think that my experience
might be something to do with another one of these obscure Peachtree "Issues" similar to what you
and I troubleshot before..

I am using Peachtree Premium Accounting on an up to date WindowsXP operating system.

- Ted



->Ted wrote:
->
->> When I try to print old invoice, I get an error message as follows:
->> "Form printing canceled because PDF document could not be created.
->> .... reference 288"
->>
->
->For this case, what happens when you try to just print to a normal
->printer instead of PDF?
->
->I found the following in PeachtreeUsers.com concerning reference 288:
->
->Solution 1 -
->
->There is a dll called framedyn.dll which is usually located in the
->%systemroot%\system32\wbem folder. (%systemroot% usually = c:\winnt or
->c:\windows) Copy this file to %systemroot%\system32 and there should no
->longer be a problem.
->
->You need to have administrative rights on the local machine in order to
->make the copy.
->
->---------
->
->Solution 2 -
->
->A limited account can not install printers in XP. There needs to be a
->Peachtree PDF generator installed in the printers and faxes folder.
->To do this,
->1> log into the computer as an administrator
->2> for each XP account you want to be able to send PDF's in email,
->temporarily make them an administrative account.
->3> Log into the user you want to send email and open peachtree.
->4> open the invoice you want to email and click email.
->this will automaticly install the PDF gen in the printers folder.
->5> log back into the original admin account and change the user back to
->limited.
->6> log back into the limited user and test again just to be sure
->
->----------


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T

Ted

On reflection, it seems that contrary to what Diane Koers recommended, i.e. "At that time, it
looks for any invoice, (including ones in prior years) with no invoice number assigned to them and
prints them an invoice" it's not possible (for me anyway) to print invoices from closed years.

- Ted





->
->Murphy's Law, a solution to one problem only brings on the next problem .....
->
->When I try to print old invoice, I get an error message as follows:
->"Form printing canceled because PDF document could not be created. .... reference 288"
->
->Trying to search Peachtree's web site, I couldn't even find a reference to "reference 288", not
even
->a FAQ section.
->
->I can't print any invoices from the REPORTS Menu, but I don't have any problems from the TASKS
Menu
->Is there an easy solution to this next problem?
->
->
->
->->You need to print the invoice which assigns it a number, however, you can't
->->print the invoice from the Open (Edit) screen. You need to go to Reports,
->->Accounts Receivable, Invoices and print it from there. At that time, it
->->looks for any invoice, (including ones in prior years) with no invoice
->->number assigned to them and prints them an invoice. You can use a bogus
->->invoice number if you want. After printing, PT asks if the invoices printed
->->OK and you need to say "Yes".
->
->
->When replying, please remove {_Spam_Me_Not_} from the email address.
 
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T

Ted

->So, you have no problem printing invoices if it is not in a closed year. Correct?

I haven't tried Invoices from the REPORTS menu, but no trouble printing month end statements to PDF
files from the REPORTS menu. I don't have any trouble printing invoices from the TASKS menu.

Maybe the problem I'm having trying to print an invoice with no number is that it is too old, i.e.
931 days, and is in a closed year.



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