Good day,
We overpaid a vendor and created an unapplied cash for the vendor: Cetec ERP
Since we do not use this vendor often we requested that a check be issued to reimburse us. We received the check and now are unsure of how to process the ledger entry. Should we just update the ledger for this one to show the “accounts payable” to our bank account which is 118000?
Thank you!
Good morning Kris,
Let me look into the best way to record this so that the existing Unapplied Cash is addressed correctly in the system. I will get right back to you!
Best,
CETEC ERP Customer Support
Kris,
It is not recommended to change the ledger in the UC as it is in a prior period, and could be problematic to change it to Accounts Payable in particular…not sure system would allow that. We do have a question about the UC ledger as it exists right now…normally that would be a Debit to Accrued Liabilities and Credit to AP. It looks like the ledger was updated to Debit Materials? If you could confirm that it would be helpful.
It could be that a series of three entries to address the Credit entry that right now is hung up in AP will work to resolve this. Will test that this morning as we are still trying to determine what series of DR/CR entries will get this untangled in a “system entry” style so that your AP summary will be correct.
Best,
CETEC ERP Customer Support
Kris,
Never mind on that last question…the UC ledger can be left with the DR to Materials, and since the AP Pmt actually DR’s AP and CR’s Cash, the UC CR to AP has already cleared AP properly. Apologies for the confusion.
Now you will simply use ‘Take Cash’ (Accounting>>AR>>choose Take Cash in the drop-down menu.) to receive the refund from the Vendor. Populate the appropriate fields in the ‘Take Cash’ screen, CR your Materials account and DR either Undeposited Funds or Bank account and click Submit to complete.
Let us know if completion of this process has/has not resolved your issue.
Best,
CETEC ERP Customer Support
Kris,
There actually is need for a couple of more steps, as we’re seeing now that the Unapplied Cash is still showing in the AP for that customer. Sorry for the confusion, but realizing this situation has some wrinkles. Will have instructions to you as soon as possible.
Best,
CETEC ERP Customer Support
Kris,
Once you use ‘Take Cash’ (described in previous reply) to record the receipt of the Vendor refund, you will need to complete two additional steps to clear the Unapplied Cash from the Vendor AP.
First, you will create what we call a “dummy” Voucher to the Vendor for the amount of the refund. On the Voucher you will have a Debit to 421000 Materials in the ledger split (your default acct), then Submit.
Second, Scroll down to click the Make Payment link at the bottom of the Voucher. In the new AP Pmt screen you will scroll down to click the ‘Include’ box on both the Unapplied Cash 1, manually entering the amount in the value field, and the Voucher you just created which will autofill the amount upon checking ‘Include’ box, as seen here:
Then scroll up to the upper screen to view the AP and Cash amounts (cash will be zero as the UC and the Voucher cancel out), and click the Mark as Paid button:
The AP summary for the Vendor should now be cleared of the Unapplied Cash.
Please let us know if you need further assistance with this issue.
Best,
CETEC ERP Customer Support
Fantastic! Just completed the process and really appreciate the assistance! You guys are the best. You guys have a foosball table at the office yet?
Kris,
Thank you so much for reply back…happy to hear that this worked well for you! This was actually a helpful forum question for us in that we could see that an update was needed for our “How To” support post regarding a Vendor refund process.
No, we do not have a foosball table in our office as yet, but our ping pong table gets a work out several times a day!
Best,
CETEC ERP Customer Support
The real question is if there’s room for a Foosball table!
I’d bet good money that room would be made for one 
Good things will happen for CETEC staff this week. Thank you all.
You are so very kind…we love our customers and we love what we do…hope you have an awesome week!
So maybe that wasn’t the right way to do it. Went into AP summary today and noticed that the unapplied cash is still there.
Here is the ledger entries dealing with this amount: Cetec ERP
I will take a look right now…thank you for letting us know!
Best,
CETEC ERP Customer Support
Kris,
If you navigate to the AP Pmt 1055 created to clear the Voucher and the UC 1…clicking ‘Mark as Unpaid’ button, then check the ‘Include’ box for the UC 1, then your AP amount will be the amount of the Voucher, but the Cash amount will be -0-, and you will click ‘Mark as Paid’ again. This will create a -0- dollar AP Pmt because the Voucher and the UC 1 will offset each other.
Try this and let us know if this completes the process correctly or if there is any confusion regarding these steps.
Best,
CETEC ERP Customer Support
Kris,
In viewing the ledger link you sent (thank you), I realized that Take Cash 1 and Deposit 839 created per my instructions needs a correction…I apologize that I show the DR/CR on the Take Cash correctly in the screen shot I included, but I switched the DR/CR in the written instructions. Humblest apologies for the misdirect! This can be corrected with these steps:
Again, I am so sorry for not making sure the written instructions and the screen shot were lining up. Hoping we can get this all completed for you correctly today! FYI, I am going to edit my reply to correct the error above in this thread so that other customers viewing this thread will have correct instructions for Take Cash to receive Vendor refunds.
Best,
CETEC ERP Customer Support
Sweet! Just did the process and looks like everything worked out!
Thank you!
Awesome, thanks for letting us know you were able to clear the UC.
And thank you for the foosball table! A lot of excitement in support office when it arrived - we appreciate that so much!
Best,
CETEC ERP Customer Support
Tanner said there would be pictures.
