Issue/Symptom/Question

We have a vendor that we paid with a credit card. They issued a refund for the charge but, there are no additional charges due that vendor on this credit card cycle. Penta will not allow us to clear out the credit when closing the credit card account. We are left with an open credit on the vendor and the credit card appears to have been overpaid. When this happened in the past, the vendor credit was voided and a journal entry was done to record the credit under the credit card GL account. This leaves the AP vendor with the appearance that no refund was received. Is there a different way of handling this kind of transaction?

Applies To

Penta for Windows

Accounts Payable > Check Processing > Manual Payment Entry

Resolution/Fix/Answer

There are several ways to clear the credit via AP.

One way is the enter another invoice and run it through the normal AP process which you can clear via the Close Zero Net Invoice process (note the invoice numbers should be the same for this to work). 

Another way to resolve this is to enter a Manual Payment Entry offset to the GL account used to on the original transaction. See the screenshot below for the information and entry steps. 

1. Review the vendor Id and Invoice that needs to be marked as paid.
   
   
2. Create a Manual Payment Entry batch.
   
   
3. Enter the Document information - Use Cash or Currency as the Check Form Id.
   
   
4. Navigate to the Open Payables tab and select the invoice that needs to be marked as paid.
   
   
5. Offset the Open Payables to an Account Distribution.
   
   
6. Distribute the batch and review the Purchase History Query for the invoice.