AP Clerk Selected Wrong Disbursements, Need Help With Solution

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Posted on by jmthayer

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Scenario:

AP Clerk started processing a payment batch and incorrectly selected all items in the AP aging to disburse. AP clerk realized the problem and marked the original print as a bad print. Right now the items are selected for payment. Posting the batch would process payments and close vouchers that should not happen. Some vouchers are from prior fiscal years. Controller is reporting that if checks are issued and then voided, the void transaction not only voids the check, but also voids the original voucher (e.g. the only way to reissue payment, is to re-enter the voucher).

Questions:

At this stage, are there any other options than posting all the checks?

Is there a way to void a check without voiding the corresponding voucher the check is paying? (This seems as if it would be standard functionality).

Thanks in advance for your help!

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When you say she marked them as a bad print I am taking that to mean she used delete all on the check update screen. If that is the correct assumption, the next question is whether she printed to actual check stock such that you have to void some check numbers. Again, assuming that is correct, she can do the check run again printing to plain paper so that she can use up the physical check numbers that were printed on and then use the select handling on the check update screen to keep the checks that are good and void the checks that are bad. Voiding checks at this stage does not void the vouchers they were paying so those vouchers will remain as outstanding payable items. There is no need to re-enter the vouchers.

Now, if the check run was not printed to actual check stock or you do not care that the bad checks show as voids in SL and the first assumption is true (she did a delete all), she could simply pull back up the payment selection batch and delete it to start over again or she could use the edi/select document for payment selecting that payment selection batch and remove the items not to be paid with this check run.

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jmthayer 415 on at

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Hi Rick! Good to hear from you again.

This is the information provided by my controller in what has taken place:

1.) In the payment selection screen the bank account was left as 1015 (the incorrect bank account for this disbursement) and payment selection was done based on pay date and then ‘begin processing’ was checked and the payment was processed (Batch 010665)

2.) In Report-Checks the checks were printed to the Multi Stub Laser check form and dated 1/29/14. The next check number field was left as the auto generated ‘ACH’ number rather than checks being printed to check stock

3.) Checks were printed and after the printing was complete the ‘delete all’ was selected.

4.) Now, the payment selection batch is sitting out there like the checks still need to be ran.

What would your preferred method be to delete this? Essentially, we just need to delete this erroneous payment batch and re-run accurately.

Thanks,

Jonathan

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Jonathan,

So, it sounds like you have multiple issues going on here. Vouchers were paid that should not have been. Physical checks were printed on but with the wrong check number. The wrong bank account was specified.

Given that the keep check process used the delete all option, the payment selection batch is just sitting out there ready for another check run. However, it includes vouchers that should not be paid and has the wrong bank account associated with it. As you stated, it makes sense to just delete that payment selection batch and start over. You can do that by going back to the payment selection screen, use F3 to select that batch and then use the delete button on the toolbar to delete it. The only issue with this approach is that you have a set of physical checks that have been printed on that will be destroyed and this approach does not allow you to mark those as void within SL. Not marking them void causes no integrity issues within SL but will leave those check numbers unaccounted for within SL. If it is important to account for those destroyed checks within SL then you could run the check print step again using this payment selection batch printing to plain paper but specifying the starting physical check number actually used and then, on the keep checks screen, use the void all option. That will mark those check numbers as voided, complete the payment selection batch process but leave the vouchers that were included as open items for another payment selection batch. If some of the checks in this first run are actually good, you could do as above but use the select by check option on the keep checks screen keeping the good checks and voiding the bad checks.

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jmthayer 415 on at

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Rick, thanks a million for your help. The solution presented worked great.

Just one follow-up question ...

I normal processing, once checks have been issued is there a way to void just one without voiding the corresponding invoice? Our controller is reporting the only method to cancel checks also reverses the original voucher. This doesn't seem logical from my accounting background.

Thanks!!!

Jonatahn

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I am not sure where your controller is getting the idea that voiding an AP check voids the invoice that the check paid because that is not correct. Voiding a check re-activates the voucher. This is true whether you void at the keep check level or after the check is kept using the void check menu item. I wonder if your controller is confusing voiding of a payroll check that, if voided after the check is kept, it does not re-activate the hours.

To answer your question on how to void just one check; if you have not yet kept the checks and are on the check update screen you can use the select handling option and then select which checks to keep, which to void and which to delete. There is a difference between voiding and deleting. Void retains the check number and flags the check as being voided. Delete leaves it as if that check number was never used so that it can be used over again. As an example of how to use these three options, let's assume you were printing a batch of checks and part way through the printing the printer fouls destroying a check in the middle of the batch so you turn off the printer. This leaves you with some good checks that were printed, a destroyed check and some remaining checks that have not been printed on and can be reused. So, you keep the good check numbers, void the destroyed check number and delete the unused checks. You can then do another check run specifying the first unused check number and SL will pick the vouchers for the voided and deleted checks and assign the next check numbers to them.

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jmthayer 415 on at

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Thanks Rick, I appreciate it!

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roi errors

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