FAQ #: 47
I received an error that an Invoice # paid by the check I am trying to void is no longer on file in the Open Items.
We suggest keeping the same amount of information (in regards to the cut-off dates used when purging) in the A/P Open Item File (Activity File) and the Disbursements History File. If however, you only purge one or the other, or you use different dates when purging, then you can run into problems when trying to void checks. If you have kept more Disbursements History (meaning it goes back further in time) than you have Open Items (invoices and credits), and you are trying to void a check that is still on file in the Disbursements History, but the invoices which it paid are no longer on file in the Open Items, then you will receive this message. You may be able to see the invoices in the Analysis History, but they cannot be reinstated to an "unpaid" status from that file. They must still be showing up in Analysis in order to be reinstated as "unpaid.