Clearing Zero Value Invoices

If invoices are found in the invoice file of zero value and are not assigned a date or account code, the following procedure can be used to clean them up.

Cause

This happens when invoice transactions are opened on the system and not closed again. This is usually a result of turning off the computer unexpectedly, computer crashes, and so on.

When the invoicing system is reopened, users are given the option to reuse the transaction number that was lost due to the above problem. If the user does not choose to reuse the transaction, it is left in the system.

Solution

To remove such transactions you must assign them to an account code. It is suggested that a dummy account such as *** be created in customer accounts. Edit each application transaction, assign it the account code *** and re-save the transaction.

Under Customer Entries when viewing the *** account you will then be able to delete these transactions by pressing the delete button, if you do not want them. You may also edit the transactions and reuse the numbers if you do not want to have breaks in your invoice transaction number sequence.

It is also possible to assign all zero value transactions that have unassigned account codes to account *** in one step. The procedure is as follows:

1. Make a backup of your system.

2. Go into the Installation Workshop or INSTALL program and select Transfer|Export Transactions|Customer Invoicing.

3. Set the From date to: 01/01/80

4. Set the To date to: 01/01/80

5. File Name: oldfiles

All transactions that were not assigned an account code should now be assigned to account ***. Open this account under Customer Entries to delete the transactions.

Note: Deleting zero value transactions will have no effect on your general ledger.