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Clearing AP Transactions

Clearing AP Transactions (Trimble: Clear Payable Transactions) closes open payables when no payment will be issued, or when transactions were entered in error, without writing a zero-dollar check. Typical case: an invoice and an offsetting credit that net to zero. For true deletes of invoice transactions, use Vista's delete-invoice workflows rather than clear-to-zero.

Before you start​

All of the following must be true for the set you clear:

  • GL net effect is zero across the transactions you add.
  • Transactions share the same Pay Type, or Pay Types that post to the same GL account.
  • Each item was expensed in the same month as or an earlier month than the clearing month.
  • Items are open and not already in another batch.
  • You have noted Expense Month and AP Trans # from reports before you start.

Steps​

  1. Open Clear Payable Transactions.
  2. Enter Expense Month and AP Trans #, then Add.
  3. Repeat Add for every transaction in the zero-net group until the set is complete and nets to zero.
  4. Choose Clear Transaction. Vista opens AP Batch Process for the clearing batch.
  5. In AP Batch Process, validate and preview. Optionally print the batch audit list first if you need a hard copy before post.
  6. Post the batch.

Notes​

  • Posting updates Status and Paid Month on the unpaid AP Transaction Detail records included in the clear.
  • Only clear true zero-net groups. Clearing the wrong set misstates open payables and paid status.
  • Clearing is not a substitute for Voiding AP Payments when a payment was already issued, and it is not a substitute for correcting entry mistakes that still need a posted reversing invoice.
  • Related: AP Transaction Entry, Paying AP Invoices, Voiding AP Payments.