SL 6.5 - Check error

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Posted on by Ebenezer Ansah

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A check was originally cut yesterday. The invoice was entered into the system in February. The check printed, however the invoice still showed open (unpaid). Using the usual searches to locate the check in the system was unsuccessful. But I was able to void the check, but could not reselect the invoice for payment because the system insisted it was paid, although according to all vendor reports, it showed unpaid.

I did a debit memo & was able to apply the debit memo to the original invoice ~ thus creating a zero check. I then entered a credit memo (to re-enter the invoice), selected it for payment, and printed the check. However, two checks were printed – one with the same check number as the zero check, in the amount of $400 and one with the next sequential check number, also for $400. The credit is now showing open on the vendor trial balance – even though Solomon created two checks to pay it. Batch status is showing R

Regards,

912-844-6948

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Carolyn Kolpien on at

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Eb,

Thank you for your posting.

This series of events does sound strange. However, with the lastest batch, The batch sounds like it should have a status of K and be brought up in the AP Check Update screen. Then you could select either Void All or Delete All depending on the results you are looking for. But you mention that it is R. If you want to be able to void those two check numbers in SL, pull up the batch in Checks and print them again to plain paper and then select Void All in AP Check Update. If you want to reuse those check numbers, pull up the batch in the Payment Selection screen. In the Payment Selection field, select Clear Selections Only. Then click Begin Processing. This will clear out this batch and void it. Then see if you can create a new zero check and also pay the credit memo using the same check numbers.

If it doesn't sound like I have a clear understanding of the issue, please let me know of more details and then we'll see if the above suggestions still make sense.

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Ebenezer Ansah 185 on at

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Thanks. This worked great. Thanks for all your help

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Carolyn Kolpien on at

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Glad to be of assistance.

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Toni Savage 260 on at

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you say you checked in the "usual places"... what places are "usual" for you?

In general, for what I call "stuck vouchers", the places are:

1. "Edit Select for Payment" (there should be NO batches there),

2. "Checks" (There should be NO batches there... "R" status batches usually show up there and sometimes in the "Edit-Select":).

3. "AP Check Update" (there should be no batches there)

4. Release AP Batches (there should be no batches there except ones in Balance that you have "release later" on)

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csudbrook 20 on at

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This morning, we discovered a check batch that was unreleased with a batch status of "K". The invoices paid by this batch were all still showing open and each check within the batch had a status of "T". I went into initialize mode, ran the AP Check Update, selected "KEEP" for each check and then processed. The batch released and the invoices are marked as paid. Problem is fixed, however I'm still curious as to what caused the problem. Is it just a glitch?

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Toni S. 2,645 on at

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If someone forgets to "Begin processing" when printing checks, but just closes that window, what happens is what you saw. It's a normal thing, because sometimes people like someone else to check and release the batch.

Note that you don't HAVE to be in "Initialize mode" to get it to work. And "Keep all" should work, too.

I have set up a template for end of month processing for my clients, on the "AP Batch Register" report. it checks to see if "Batch.status" is "in the list" "S,H,I,R,T,B,K"

That list of statuses is all the things that will cause warnings when you are closing the period.

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