Finance: Ability to Reverse a Cash Purchase Document

In previous versions of MYOB Acumatica, a user could create a cash purchase document to record a purchase for which the payment was made at the time of the purchase (that is, when no liability was created because the payment was made upfront). If a full or partial refund had to be recorded, it was impossible to reverse a cash purchase document unless the user voided it.

In MYOB Acumatica 2024.1, the cash purchase processing functionality has been enhanced. Now a user can create a cash return document to register a full or partial refund for the items paid immediately. On the Cash Purchases (AP304000) form, a document of the Cash Return type can now be created. This document can be created in two ways.

Reversal of a Cash Purchase Document

A user can create a document of the Cash Return type by reversing a document of the Cash Purchase type that was previously recorded in MYOB Acumatica.

On the More menu of the Cash Purchases (AP304000) form, the new Return command is now available (see the following screenshot).

Figure 1. The new Return menu command


When a user clicks this command for a cash purchase document of the Closed status, the system creates and opens the document of the Cash Return type and the On Hold status. The system copies details of the Details, Financial, Taxes and Remittance tabs of the Cash Purchases form from the original Cash Purchase document to the Cash Return document. On the Financial tab, the system inserts the reference number of the original cash purchase document in the Orig. Ref. Nbr box.

On the Details, a user can edit the details of the purchased items depending on whether they are recording a partial refund or a full refund.

The system does not copy the settings on the Approvals tab and the Charges tab. However, in the Cash Return document, on the Charges tab, a user can manually add a charge, either positive or negative.

Manual Creation of a Cash Return Document

A user can also manually create an independent cash return document on the Cash Purchases (AP304000) form. In the Summary area of the form, in the Type box, a user selects Cash Return (see the following screenshot). The user fills in all required details in the Summary area and on the Details tab of the form.

Figure 2. The new Cash Return document type


Cash Returns Intended for Depositing

A document of the Cash Return type can be added to a bank deposit on the Bank Deposits (CA305000) form. Because only payments recorded to clearing accounts associated with a bank account may be included in deposits, cash clearing accounts are available for selection in the Cash Account box in the Summary area on the Cash Purchases (AP304000) form for documents of the Cash Return type.

If a user wants to add a cash return to a deposit, they have to select a clearing cash account in the Cash Account box before releasing the cash return. Once a clearing account is selected, the system selects the Batch Deposit check box on the Financial tab (Payment Info section), which means that the cash return will be available for selection on the Bank Deposits form. When a cash return has been added to a deposit on the Bank Deposits form and the deposit has been released, the system does the following on the Financial tab of the Cash Purchases form:

  • Selects the Deposited check box
  • Specifies the date when the cash return was deposited in the Batch Deposit Date box
  • Inserts the reference number of the batch deposit that includes this cash return in the Batch Deposit Nbr. box

If the bank deposit that includes a cash return was voided for any reason on the Bank Deposits form, the system clears the Deposited, Batch Deposit Date, and Batch Deposit Nbr. elements on the Financial tab of the Cash Purchases form, which returns them to their original state. The Cash Return document then becomes available for inclusion in another bank deposit on the Bank Deposits form.

Changes to the Cash Purchases Form

The new Payment Info section has been added to the Financial tab of the Cash Purchases (AP304000) form (see the following screenshot).

Figure 3. The new Payment Info section


The following UI elements, which are related to depositing a document of the Cash Return type, are available:

  • Batch Deposit: A check box (selected by default) that indicates that the cash return should be deposited. A user can clear this check box if needed. Deposits can be performed only from a clearing account.
  • Deposited: A check box that indicates (if selected) that the cash return has been deposited. The system selects this check box automatically once a bank deposit that includes the cash return is released.
  • Batch Deposit Date: The date when the cash return was deposited. The system specifies the date automatically once a bank deposit that includes the cash return is released.
  • Batch Deposit Nbr.: The reference number of the batch deposit that includes this cash return. The system specifies this number automatically once a bank deposit that includes the cash return is released.