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This blog is intended to be a useful resource for Microsoft Dynamics GP users and professionals in the UK and the wider Microsoft Dynamics GP community as a whole.

Wednesday, 15 May 2013

Un applying Historical RM Invoices in Dynamics GP

This question comes up a lot and I saw it come through our helpdesk again today so I thought a blog post was in order.

The RM side of Dynamics GP behaves slightly differently to the PM side in that fully applied payments do not automatically move to history. The paid transaction removal process needs to be run on the RM side to achieve this. This also means that once the routine has been run you can not un apply the now historical invoices within Dynamics GP.

So how do you un apply a historical invoice in receivables management?

You basically have three options.

1.       Down load the Professional services tools library (PSTL) which is now free from version 10 onwards and use the Receivables transactions un apply feature.  This will move the records back to open  and you can then re apply them as required.

2.       Post reversing transactions. You would need to post a credit note for the original invoice and a debit note for the payment. These will then need to be applied to each other (and sent to history). You will then need to re enter the original invoice and the payment again and this time apply appropriately.  If you are using the bank rec module as well, you may need to void any cash receipt separately within bank rec.

3.       Use the Remove transaction History utility in Dynamics GP to completely remove the invoice and the payment and re enter them.

I would not really recommend option 3 and have only mentioned it here to cover all the bases.

With all of these options I would suggest doing it in the test company first (having restored a back up from your LIVE into it)

I would also recommend doing a back up of your LIVE company database before doing any of the above options in Live.

PSTL can be downloaded from :



  1. Hello, I don’t understand #2. You say: “You would need to post a credit note for the original invoice and a debit note for the payment.”

    In GP don’t credit notes always reduce? That is, in RM a credit memo will reduce what the customer owes us. So if we mistakenly applied a payment to a customer’s invoice which reduces the customer balance due us, why would I want to reduce that customers balance even more? I want to bring the customers balance back to where it was prior to the mistake, so I want to increase the customer balance. I don’t understand what you mean when you say “You would need to post a credit note for the original invoice”. Please explain the reversal steps in more detail so I understand it better. Thanks.

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