Scenario
A user noticed that an old Journal Entry created since the initial NetSuite implementation still appeared as an open transaction under the Apply subtab when processing Vendor Payments.
Although the Vendor balance was already zero, the Journal Entry continued to appear as an available transaction and reduced the payable amount incorrectly during payment processing. The Journal Entry included the Vendor name on the debit side of the Accounts Payable entry.
The user wanted to determine how to remove the Journal Entry from the Vendor Payment Apply subtab without affecting the Vendor balance.
Solution
A Journal Entry appears under the Apply subtab of Vendor Payments when the Journal Entry line contains a Vendor name associated with an Accounts Payable account.
Option 1. Remove the Vendor Name from the Journal Entry
The simplest method to prevent the Journal Entry from appearing under the Apply subtab is to remove the Vendor name from the Journal Entry lines.
Steps:
- Edit the Journal Entry.
- Locate the line containing the Vendor name.
- Clear the value in the Name field.
- Save the Journal Entry.
After removing the Vendor name, the Journal Entry will no longer appear as a Vendor transaction under the Apply subtab.
Important Consideration
If the Vendor name is removed from an Accounts Payable Journal Entry, the balance may still remain in the Accounts Payable account under No Vendor.
As a result:
- The balance may appear on the Accounts Payable Aging report under No Vendor
- Additional cleanup may be required
Option 2. Create an Offset Journal Entry
To properly clear the remaining Accounts Payable balance, create a new reversing Journal Entry without assigning a Vendor name.
This approach helps offset the remaining balance while preventing the transaction from appearing under Vendor payment applications.
Option 3. Fully Apply the Journal Entry
Another option is to fully apply the Journal Entry against a corresponding Vendor transaction. Once fully applied, the Journal Entry will no longer appear under the Apply subtab during Vendor Payment processing.
-----
If you find this information useful, let us know by reacting or commenting on this post!
