Unable to Apply Debit to Open Purchase Invoices

[HampDent44]

Hi 

I am unable to apply debits to open purchases although earlier I was able to do so.

But now whenever I click on "Apply to Purchases" under "Returns & Debits" in "Purchase Register", non of the Open Invoices are shown in the "Settle Returs & Debits" window. 

However, if I click on "Include Closed Invoices", it shows me list of closed invoices but non of the Open Invoices are being reflected even though there are Open Invoices to pay.

Further, I even tried to settle the debits by making payment for the Open Invoices as it show a warning message to apply debits before proceeding to pay but when I click on the "Apply Debits" button it shows me the error message "Unable to automatically apply the debit memo(s) to the open bill(s). Please use the Purchase Register to settle your oustanding debot memo(s)."

I am not sure if some setting have been changed.

Can somebody help me out here?

[CloverQ]

Hi @HampDent44 

Thank you for providing the screenshots.

Typically there are 3 reasons why there are no open bills showing:

- There are no open bills for this supplier

- There are two or more suppliers with similar/same names

- There are different Category assigned to the bills and the debit memos

Therefore, could you please do check if there are still any open bills available, the correct supplier name is selected in the bill and debit memo, and if any categories are selected in the bills (bottom right corner). 

Please feel free to let us know how you go, or if you have any further questions.

[HampDent44]

Hi Clover,

Thanks for your reply.

Please find below my reply on your queries:

QUERIES	REMARKS
- There are no open bills for this supplier	There are Open Bills availble in the system (refer attached Open Bill & Return and Debits screenshots)
- There are two or more suppliers with similar/same names	All the details belong to the same vendor and there is no other vendor with the same name.
- There are different Category assigned to the bills and the debit memos	Both bills and debit memos are coming under their respective heads of "Open Bills" & "Returns & Debits" under the Puchase Register.

But when I am clicking on "Apply to Purchase", the following screen is displayed with no Open Bills details:

 However, if I click on Include Closed purchases, some closed bills are displayed:

Please help me to resolve this issue.

[CloverQ · Accepted solution]

Hi @HampDent44 

Thank you for the update and screenshots. 

I'd like to clarify that the Category I was referring to is the Category field within the bill window (shown below), if a category was entered, then only debit memos with the same category assigned can be applied to that bill. Could you please click into the open bills and the debit memo transactions to view if any categories were used?

[HampDent44]

Hi Clover,

Thanks for the support.

Yes, it was the category issue and now its working fine.

Just wanted to confirm is this something new that has been introduced because, I believe, I didn't encounter such issue earlier.

[CloverQ]

Hi @HampDent44 

It's great to hear you've found the cause and resolved the issue, I'm glad to be your assistance. 

And to your other question, the setting has always been there that only the credit/debit notes with the same category selected as the invoice/bill can be applied to them, thus only the applicable invoices/bills would be listed when applying credit/debit notes. It's optional to use Category Tracking, it can be turned on/off via Setup > Preferences > System, it can also be set to 'required/not required' for All transactions. When Category Tracking is turned on and set to 'not required' for all transactions, there could be bills/invoices with category selected while categories were left out in debit/credit notes, potentially your settings were different in the past, or always had the categories entered correctly.

I hope this helps. If you have any other questions please do not hesitate to post on the forum again at any time.