Clear Invoices from Accounts Payable That Total Zero
Cleanup on aisle 3!
SSI Oil and Gas Accounting Software has quick and easy answers to keep your product
running fast and efficient. This is probably the easiest clean-up ever and can be done
without even leaving your desk.
It happens to everyone. Corrections, credit memos and reversals on Accounts Payables
invoicing sometimes create in and out “wash” entries to a vendor ‐ multiple entries that
total zero dollars due. It junks up your open Accounts Payables list, is a waste of space,
and takes up precious time to review all those same zero-dollar net invoices over and
over again every time you pay bills. How can you get rid of that junk?
SSI has the easy answer! Process a zero-dollar check to clear the ins and outs.
APC01 ‐ Manual Check. You may have used this before to get a hand-written check
entered into SSI. But have you ever used it for clean-up? It's your “go-to” and works
perfectly for clearing out those in and out wash entries to a vendor.
The screen presentation is similar to the APC02 ‐ Pay By Vendor/Invoice extract
process. However, the good thing about APC01 is that the invoices can be selected for
the “zero pay” and the entire process is done in APC01 ‐ no wasted time or energy
going through the full check writing process for zero-dollar check(s).
To clear in and out wash entries:
In APC01 ‐ Manual Check - before anything else, this notification will display:
The Prior Check Write Will Be Removed - Yes/No
Select Yes to continue. This clears out any previous check extracts so that you're
only dealing with your zero-dollar checks. You don't want to be extracting and
printing any actual checks during this process.
Vendor - enter or select from the look-up the vendor number for the vendor
needing the clean-up.
Starting Reference ‐ tab through to present all open invoices for the vendor. Or,
if the vendor has a lot of open invoices, the Starting Reference acts as a search
engine. The beginning invoice number can be entered, then tab to find the first
occurrence of the invoice entered.
Check Number/Check Date. Even though there won't really be a check, a check
number and check date are required. For the check number, don't make it a
number within your normal check numbering ‐ maybe use the month/day/year‐
example: 053122 and use 05/31/22 for the check date. Keeps things consistent.
The open Accounts Payables invoices for the vendor will appear with a check box beside
each one to Pay. Select to pay all the invoices that total up to a zero-dollar amount. At
the bottom of the screen SSI will keep track of the amount to pay, and it should, of
course, end up being 0.00.
Interesting side-note ‐ see the little HOLD box by each invoice? In APC01 an invoice
flagged as “on hold” can be removed from hold! Right there, on the screen, at the same
time. So convenient and kills 2 birds if any/all of the ins and outs have previously been
placed on hold! Especially helpful to clean up the ins and outs when using the partial
pay feature. Keep in mind, however, this is subject to your company's specific security
settings on accessing/changing Accounts Payables invoicing.
Click the Blue Man icon to move forward. Look for this message - Pay This Amount This
Vendor ‐ Zero. Select Yes.
If you have more than one vendor to clean up ‐ no worries ‐ just keep on truckin'.
Enter or select the vendor number for the next one to be cleared out, and proceed the
same way. Click to pay the ins and outs. The same message for each vendor ‐ Pay this
Amount This Vendor ‐ Zero should be received.
When finished, exit through the door. The screen to select the period for the journal
entry will be presented. It's best to select a period that matches the check date just to
keep everything consistent. The journal entry will basically be a non-issue ‐ since it will
be a wash to the cash account (debit and credit) and to the Accounts Payables control
IMPORTANT!!! For obvious reasons, just say NO if it asks to Update Last Check Number
With Manual Check #. You don't want to use the same check numbering scheme as we
used for the zero dollar check 053122 (above). You don't want the next real check you
write to be 053123!
Exit and receive the ARM audit verifying zero-dollar check(s).
The best part? Next time you (and more importantly the BOSS!) go to look at open
payables, all that in and out mess will be gone! Clean and concise, with only what is
truly owed to vendors ‐ without weeding through needless junk!
Another bonus? The AP05/AP06 - Vendor Inquiry will reflect the check number/check
date info and can readily be seen and recognized as to what was accomplished.
Just one more way to keep your SSI Oil and Gas Accounting Software running lean and
mean, fast and efficient, to make YOUR job EASIER!