Unapply an advance in Accounts Payable

Unapply advances in Posted payments to either make them available to apply to other transactions or to void advance altogether.

How you unapply an advance depends on whether you made a payment at the same time.

• For credits that you applied to AP purchase invoices independently of making a payment, use Unapply.
• For credits applied at the same time that you made a payment, void the entire payment to unapply the credits, or correct for the error using adjustments.

Unapply a credit applied without a payment

1. Go to Accounts Payable > All > Payments > Posted payments.

   View Posted payments in the entity where the credits were applied.

2. Find the payment that you want to unapply.

   Credit-only entries appear as £0 amount payments.

   You can confirm that you are looking at the correct entry by viewing payment details. Select the Credits applied tab to verify that the credits applied are the ones you want to unapply.

3. Select More actions > Unapply at the end of the row.

   If you do not see the Unapply link

   Verify that you are in the entity where the credits were applied and that you have void payment permissions.

4. In Void the payment on date, enter the date when you want to remove the credit.
5. Optionally, enter a Memo to describe the reason.
6. Select Submit.

1. Go to Accounts Payable > All > Payments > Posted payments.

   View Posted payments in the entity where the credits were applied.

2. Find the payment that you want to unapply.

   Credit-only entries appear as £0 amount payments.

   You can confirm that you are looking at the correct entry by viewing payment details. Select the Credits applied tab to verify that the credits applied are the ones you want to unapply.

3. Select Unapply next to the entry.

   If you do not see the Unapply link

   Verify that you are in the entity where the credits were applied and that you have void payment permissions.

4. In Void the payment on date, enter the date when you want to remove the credit.
5. Optionally, enter a Memo to describe the reason.
6. Select Submit.

Credits included in the selected entry are unapplied from the AP purchase invoice and are now available to apply to other AP purchase invoices.s

Next step: Depending on the reason that you unapplied the advance, you can now do one of the following:

• Void the advance, if the payment was made in error.
  If the advance is still partially applied to other AP purchase invoices, you need to unapply the advance from those AP purchase invoices before you can void it.
• Apply the credit to another AP purchase invoice in Pay AP purchase invoices.

Unapply an advance associated with a posted payment

When you apply an advance at the same time as applying a payment, the credit application and payment are included in the same payment request. To unapply the advance, you need to void the entire payment. If you cannot void the payment, create adjustments to correct for the error.

Void the associated payment to unapply credits

1. Go to Accounts Payable > All > Payments > Posted payments.
2. Find the payment that you want to void.
   To confirm that you are looking at the correct entry, view the payment details and verify that the credits on the Credits applied tab are the ones you expect.
3. Select More actions > Void at the end of the row.

   The Void payment date popup appears.

4. In Void the payment on date, enter the date when the payment should be recorded as voided.

   Best practice: Reverse the payment on the same date you applied it so that you get the immediate net effect of zero for that transaction.

5. In Memo, describe the reason you are voiding the payment or provide reference information.
6. To reverse the AP purchase invoice at the same time, select the Reverse checkbox in the lower portion of the page.
   If you reverse the AP purchase invoice, it will not be available for you to repay it. You will have to create a new AP purchase invoice.
   If you do not see the option to reverse an AP purchase invoice

   Often, you can reverse a bill at the same time that you void the payment. However, you cannot reverse an AP purchase invoice in the following situations:

   • When another payment was applied to the AP purchase invoice
   • When another credit was applied to the AP purchase invoice and has not been unapplied
   • When the AP purchase invoice originated from Purchasing
7. Select Submit.

1. Go to Accounts Payable > All > Payments > Posted payments.
2. Find the payment that you want to void.
   To confirm that you are looking at the correct entry, view the payment details and verify that the credits on the Credits applied tab are the ones you expect.
3. Select Void next to the entry.

   The Void payment date popup appears.

4. In Void the payment on date, enter the date when the payment should be recorded as voided.

   Best practice: Reverse the payment on the same date you applied it so that you get the immediate net effect of zero for that transaction.

5. In Memo, describe the reason you are voiding the payment or provide reference information.
6. To reverse the AP purchase invoice at the same time, select the Reverse checkbox in the lower portion of the page.
   If you reverse the AP purchase invoice, it will not be available for you to repay it. You will have to create a new AP purchase invoice.
   If you do not see the option to reverse an AP purchase invoice

   Often, you can reverse a bill at the same time that you void the payment. However, you cannot reverse an AP purchase invoice in the following situations:

   • When another payment was applied to the AP purchase invoice
   • When another credit was applied to the AP purchase invoice and has not been unapplied
   • When the AP purchase invoice originated from Purchasing
7. Select Submit.

Sage Intacct voids the payment and makes any credits you applied available to apply to other AP purchase invoices.

Next step: When ready, select the AP purchase invoice for payment again. If you need to correct a problem with the credit, you can edit or reverse the credit, provided that the credit is not applied to other AP purchase invoices.

Use adjustments to correct for an advance that was applied in error

If you applied a credit that was not valid or you applied it to the wrong bill, you can use adjustments to correct the problem. Use this method when you do not want to fix the error by voiding a payment, or when the books are closed for the period.

1. Create a credit memo adjustment for the supplier for the amount of the credit that was applied in error.

   For example, say you have an AP purchase invoice for £100. You pay the AP purchase invoice by applying a credit of £25 and making a payment of £75. After the period is closed, you discover that the credit was applied in error.

   To resolve the error, you create a credit memo adjustment for £25, which is the amount you still owe, and you add a reference the original AP purchase invoice. The credit memo adjustment becomes an AP purchase invoice for you to pay in Pay AP purchase invoices.

   To create the credit memo adjustment

   1. Go to Accounts Payable > All > Payments and select Add (circle) next to Adjustments.

   2. Enter the Date of the adjustment.
   3. Select the name of the Supplier whose credit needs to be unapplied.
   4. Select Credit memo adjustment as the Type .
   5. (Optional) In the Reference AP purchase invoice number field, enter the number for the AP purchase invoice to which the credit was misapplied.
   6. (Optional) Enter a Description describing why you are making this adjustment.
   7. Add a line item for the amount that was misapplied.

   8. Select Post.

      The credit memo adjustment becomes an AP purchase invoice to pay on the Pay AP purchase invoices page.

2. If you want to make the original credit available again to apply to another bill, create a new debit memo adjustment.

   For example, say you applied a £25 credit to the wrong AP purchase invoice. You already created a credit memo adjustment for £25 that references that AP purchase invoice.

   To make the credit available again, you create a debit memo adjustment of £25 and reference the original debit memo adjustment that was applied in error. This new adjustment becomes a credit that you can apply to the proper bill.

   To create the debit memo adjustment

   1. Go to Accounts Payable > All > Payments and select Add (circle) next to Adjustments.

   2. Enter the Date of the adjustment.
   3. Select the name of the Supplier whose credit needs to be recreated.
   4. Select Debit memo adjustment as the Type .
   5. (Optional) Enter a Description describing why you are creating this adjustment.
   6. Add a line item for the credit amount that you want to make available to other AP purchase invoices.

   7. Select Post.

      The debit memo adjustment becomes credit that you can apply on the Pay AP purchase invoices page.