Sage 50 Accounting - U.S. Edition

[frostr]

It worked!  Thank you so much!

[BlueMax]

If I understand correctly, you need to disassociate checks from invoices, dating back to 2002, so that you can delete the old invoices, correct?

Given the above assumption, I ran a quick test, using Peachtree Premium 2008, and found that you should still be able to access these older checks, at least in the 2008 version of Peachtree.  This can be accomplished in two ways:

FIRST, you can select the Payment list from the Lists > Vendors and Purchases menu by specifying the Date Range field as All Transactions.

SECOND, you can select Reports and Forms > Accounts Payable > Check Register from the menu.  Using the  Options button for this report manually enter a From: date that is prior to the date of the checks you need to change.  Note that the preset options in the drop-down menu (including the 'All' item) only provide date ranges within the two open system years, so you must manually type the desired date as indicated above.

In both cases above, the desired 'missing' checks should be displayed and available to be opened and modified as needed.  Hope this helped, let me know if this worked for you or not.

[frostr]

I have essentially the same problem except that the checks I voided were from several years ago.  When we closed out a bank account, I voided outstanding checks from as far back as 2002 (leftover from the previous secretary).  I dated the voids currently, but the checks disappeared when I voided them because of the time frame.  Any suggestions as how to delete them from the unpaid invoice list.  Unlinking just the voiding check does not work, and I can't get to the check to unlink it as well. Thank you.

[BlueMax · Accepted solution]

Thank you for the suggestion, nevertheless, we have done some testing and have identified the problem and a solution as follows:

When a person 'Voids' a check it does not break the payment link to the purchase invoice in question, as is the case with a deletion.  In fact, it creates a second identical offsetting payment (negative amount) which is also linked to the original purchase invoice.  As such, the original purchase invoice displays as unpaid, but still has two offsetting payments linked to it.  These links prevent the modification or deletion of the purchase invoice.

Fortunately, the resolution to this problem is rather simple.  The user merely needs to open the two payments (the original payment and the offsetting void) and deselect the original invoice (uncheck the box) marked for payment.  This breaks the links with the purchase invoice and it can now be modified or deleted.  Moreover, the original check and the offsetting 'void' payment continue to remain in the system as a record of the transaction.

Finally, this leads to a significant shortcoming in Peachtree, that has persisted for some time, and really needs to be addressed.  Namely, that there is no 'Drill-Down' feature for identifying the payments that are currently applied to a purchase invoice.  This can be especially true for invoices that show 'Past Due' amounts in their entirety, which suggests that no payments have been applied yet (which we have obviously disproved here).  Furthermore, the same shortcoming applies to receipts applied to customer sales invoices also.  Hopefully, Peachtree will correct this deficiency by providing a feature to identify and drill down through all payments, receipts, or other transactions linked to invoices!

Thank you again for the reply. 

[hydrengsvs]

You could enter a credit memo for the invoices. This wouldn't delete the invoice, but it would at least show it as "paid".

Are your invoices in the current open years? If not, that's why you can't delete them.

[BlueMax]

We need help deleting some pesky little purchase invoices in Peachtree Premium 2008!  We have a number of purchase invoices that have been paid by check and then the check has been voided.  Breaking the payment link usually frees up the invoice for correction and repayment, but not in this case.

In most instances, we have needed to correct the vendor or invoice number prior to repayment.  Unfortunately, the vendor and invoice number fields, which need to be changed, are dimmed and unavailable to the user.  To complicate matters, the 'Delete' feature is also dimmed and unavailable to the user!  As such, we are left with an invoice that is orphaned in the system and cannot be deleted.

How do we get rid of these orphaned invoices?  Is the 'Void' check somehow inhibiting the modification or deletion of the invoice?  If so, how do we get rid of the 'Void' transaction?  If not, what is preventing the modification or deletion of the purchase invoice after the payment is removed?