Unlocking Dynamics GP: Understanding What Print Previously Applied Documents Does

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In the intricate world of financial management, precision and clarity are paramount, especially when dealing with vendor payments. Microsoft Dynamics GP, a robust enterprise resource planning solution, offers numerous features designed to streamline these processes. Among them is a seemingly straightforward yet crucial option within the Payables Management module: “Print Previously Applied Documents.” This functionality plays a vital role in ensuring that vendors receive accurate and comprehensive remittance information, aiding in the smooth reconciliation of accounts.

This article delves into the precise purpose and operational implications of the “Print Previously Applied Documents” checkbox found in the Select Payables Checks window in Microsoft Dynamics GP. Understanding this feature is essential for accounts payable professionals to manage vendor relationships effectively and ensure compliance with internal and external financial reporting standards. It directly impacts the information conveyed on check stubs and remittance advices, making it a key component of transparent vendor communication.

The Core Functionality: Demystifying the Option¶

At its heart, the “Print Previously Applied Documents” checkbox performs exactly as its name suggests. When this option is selected during a check run, it instructs Dynamics GP to include details of all apply records that were created for a vendor between the current check run and the last check run. These apply records represent instances where various documents, such as credit memos, returns, or prepayments, were offset against open invoices or other debits, effectively reducing the vendor’s outstanding balance.

The primary objective of this feature is to provide a complete picture of account activity to the vendor. Without this option, only the currently paid invoices and any new applications made during the current check run would appear on the remittance. This comprehensive reporting fosters transparency, helps vendors understand the exact composition of their payment, and significantly reduces queries regarding their account status. It ensures that every transaction that impacts their balance is duly noted on their payment advice.

The Lifecycle of an Applied Document Record in Dynamics GP¶

To fully grasp the “Print Previously Applied Documents” option, it’s crucial to understand how Dynamics GP handles apply records. When a credit memo is applied to an invoice, or any other document is offset against another, an “apply record” is generated. This record temporarily resides in a specific holding area within the system, known as the PM Remittance (PM20100) table. This table acts as a temporary queue for all application details that are awaiting inclusion on a vendor’s next payment remittance.

These records remain in the PM Remittance (PM20100) table until the vendor has a check issued. Once a check for that specific vendor is printed and finalized, all corresponding apply records associated with that vendor are then cleared from this temporary table. Consequently, these particular apply records will not be printed again on any subsequent check remittances for that vendor, as their purpose of informing the vendor has been fulfilled. This systematic process ensures that remittance advice is always current and relevant to the most recent payment cycle.

What “In-Between Checkruns” Truly Means¶

The phrase “in-between checkruns” is fundamental to understanding this feature. It refers to any document application process that occurs outside the immediate context of creating and printing a payment run. For example, an accounts payable clerk might apply a credit memo to an invoice on a Monday, but the next scheduled check run for that vendor might not occur until Friday. During this intervening period, the apply record for that credit memo sits in the PM20100 table.

When the check run is initiated on Friday, if the “Print Previously Applied Documents” option is marked, Dynamics GP will retrieve that credit memo application from the PM20100 table and include it on the remittance advice for the check being printed. This ensures that the vendor is informed of the credit memo’s application, even though it was processed days earlier. This mechanism is critical for maintaining accurate and timely communication with vendors regarding their account activity and balances.

Deep Dive into Common Scenarios & Best Practices¶

Understanding the mechanics is one thing; applying that knowledge to real-world scenarios is another. Here are some common questions and situations related to the “Print Previously Applied Documents” feature, along with detailed explanations and best practices.

Scenario 1: Aligning Credit Memos with Invoice Payments¶

Question 1: If I apply a credit memo to an invoice, and haven’t paid the net remaining amount of the invoice yet, how can I ensure the apply record for the credit memo prints on the check remittance at the exact time I pay off this specific invoice?

Answer: Dynamics GP’s design for apply records prioritizes timely notification to the vendor over strict correlation with the invoice’s final payment. When a credit memo is applied, its apply record is immediately placed in the PM Remittance (PM20100) table. It will then print on the very next check remittance issued to that vendor, regardless of whether the specific invoice it was applied to is fully paid off in that same check run. There is no inherent link in the system that holds the credit memo’s apply record until the specific invoice it offsets is fully paid.

Therefore, if the goal is to have the credit memo’s application appear on the same check stub as the payment for the remaining balance of the invoice, a specific strategy is required. The most effective approach is to postpone the application of the credit memo to the invoice until you are ready to process the payment for that invoice. By applying the credit memo just before or during the same period you process the invoice payment, both the application record and the payment detail will be available for inclusion on that specific check remittance. This ensures that the vendor receives a consolidated view of the transaction, simplifying their reconciliation process and preventing potential confusion.

Scenario 2: Customizing Your Remittance Advice¶

Question 2: Can I selectively remove some of the apply records from the current check remittance after building the check run?

Answer: While the default design of Dynamics GP is to print all applicable records to provide comprehensive vendor information, the system does offer flexibility for customization. All applied records, by default, will print as their purpose is to notify the vendor of every offset. However, you can indeed fine-tune the content of your remittance advice after the check run has been initially built.

Here’s how you can manage the printed content:
1. Edit Check Batch: After you have built your check run, navigate to the “Edit Check Batch” window. In this window, you have the ability to unmark any invoices you do not wish to pay in the current run. It’s important to note, however, that any credit memos already applied to these specific invoices will still appear in the PM Remittance table and will likely print, as their application has already occurred.
2. Edit Check Stub Details: For more granular control, you can proceed to the “Edit Check” window. Select the specific check you are working with, and then choose the “Check Stub” option. Within the Check Stub details, you gain the power to individually unmark any apply records (whether they relate to an invoice or a credit memo) that you prefer not to print on that particular check stub. Conversely, you can also mark any apply records you wish to ensure are printed.

Important Note: It is crucial to understand the implications of unmarking apply records in the Check Stub window. Even if you choose not to print certain records on the current remittance, those records will still drop out of the PM Remittance (PM20100) table once the check is printed. This means they will not be held in the system to be printed at a later date, simply because you chose to omit them from the current stub. Their one-time notification purpose is considered fulfilled upon the check run’s completion.

Scenario 3: Troubleshooting Missing Apply Records¶

Question 3: I have the “Print Previously Applied Documents” checkbox marked, but the apply record for a specific credit memo isn’t printing when I pay off the related invoice. What could be wrong?

Answer: This is a common troubleshooting scenario that often stems from the lifecycle of apply records within Dynamics GP. If you have applied the credit memo at a previous point in time—say, last week—and the vendor has since received any payment (even for an unrelated invoice) before the current check run for the specific invoice you’re trying to pay, the apply record for that credit memo would have already printed on that earlier check remittance.

The system does not hold an apply record specifically until the related invoice is paid off. The “Print Previously Applied Documents” option simply instructs Dynamics GP to print all available apply records that are currently residing in the PM Remittance (PM20100) table. Once an apply record has been included on a check stub and that check is finalized, it is cleared from the PM20100 table and will not appear again.

Therefore, the absence of an expected apply record, even with the option marked, almost certainly indicates that the record has already fulfilled its purpose by being printed on an earlier check for that vendor. The credit memo’s application and the payment for a separate invoice have no direct correlation in terms of when their respective records are printed; the system processes applications on the next available check run. For credit memos and invoices that are fully applied to each other without any cash payment, the apply records are typically printed on the next available check stub to that vendor, regardless of the amount.

Strategic Use and Benefits of the Feature¶

The “Print Previously Applied Documents” feature offers significant strategic benefits for businesses utilizing Dynamics GP. Primarily, it enhances vendor relations by promoting transparency and clarity in financial dealings. When vendors receive comprehensive remittance advice that details all applications, including those processed “in-between checkruns,” it minimizes confusion and the need for follow-up inquiries. This efficiency frees up accounts payable staff to focus on more complex tasks, rather than continually resolving discrepancies or explaining past transactions.

Furthermore, this feature aids in internal audit and reconciliation processes. Having a complete historical record of all applied documents printed on the remittance advice provides a clear paper trail for every transaction. This level of detail is invaluable for internal controls and ensuring that all financial activities are properly documented and communicated. It supports a proactive approach to financial management, where information is disseminated clearly and promptly.

Potential Pitfalls and Considerations¶

While highly beneficial, users should be aware of a few considerations when using the “Print Previously Applied Documents” option:

• Information Overload: For vendors with a high volume of transactions and frequent applications, printing all previously applied documents might result in very long and detailed remittance stubs. While comprehensive, this could sometimes be overwhelming for the vendor. Businesses should weigh the benefits of full disclosure against potential information overload.
• Timing of Applications: As highlighted in the FAQs, the timing of applying credit memos or other documents is critical. If specific grouping of information on remittance stubs is desired, strategic timing of applications is necessary to achieve that outcome. Auto-applying documents without considering the next check run schedule might lead to less-than-ideal remittance presentations.
• Database Impact (Minor): While not typically a performance concern, the PM Remittance (PM20100) table does store these temporary records. Regular check runs ensure this table is cleared efficiently, but understanding its role is key to troubleshooting.

Illustrative Flowchart: Apply Record Lifecycle¶

To further clarify the process, consider this simplified flowchart depicting the lifecycle of an applied document record in Dynamics GP:

mermaid graph TD A[Document (e.g., Credit Memo) Applied to Invoice] --> B{Apply Record Generated}; B --> C[Apply Record Stored in PM Remittance (PM20100) Table]; C --> D{Next Check Run for Vendor Initiated}; D -- "If 'Print Previously Applied Docs' is marked" --> E[Apply Record Retrieved and Printed on Remittance]; D -- "If 'Print Previously Applied Docs' is NOT marked, AND record already printed" --> F[Apply Record Skipped on Remittance (already printed)]; E --> G[Check Printed and Finalized]; G --> H[Apply Record Cleared from PM20100 Table]; H --> I[End of Record Lifecycle];

This diagram visually represents how an apply record moves through the system, emphasizing the point at which it is included on a remittance and subsequently cleared. It reinforces the one-time nature of printing these records once they have served their purpose.

Conclusion¶

The “Print Previously Applied Documents” option in Microsoft Dynamics GP is more than just a checkbox; it is a critical component of effective payables management and strong vendor relationships. By ensuring that all applications made between check runs are clearly communicated on remittance advice, businesses can foster trust, reduce administrative overhead, and maintain accurate financial records. Understanding its mechanics, particularly the role of the PM Remittance table and the timing of applications, empowers accounts payable professionals to leverage this feature to its fullest potential. Strategic use of this option not only streamlines operations but also reinforces a commitment to transparency and professionalism in all financial dealings.

We hope this comprehensive explanation helps you unlock the full power of this feature in Dynamics GP. Do you have any further questions about managing remittances or applying documents in Dynamics GP? Share your thoughts and experiences in the comments below!