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I am currently using Microsoft Dynamics GP 10.0 - If I were to enter several vouchers in the payables transaction entry window all in a batch, how can I print the checks on that batch? (the vouchers do not seem to appear in the 'Select Checks' window when I build a batch)
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You are correct - my GL balance and my checkbook balance are off by this amount. I didn't even realize these two balances could be different!
Thanks so much for your help - you saved me the cost of having to run this by my TPA!
It sort of depends. It is posted now and so you could void the whole transaction and enter it again correctly, or you could just do a journal entry to Debit A/P and Credit Cash. Just make sure that you see that payment come through in Bank rec. I think that it will because of that "CASH" Distribution. One way is easier (JE) and the other way is probably the proper way so you can always trace back the Journal Entry back to that actual transaction. When you say cash reconciles, do you mean in your checkbook? It's weird that it would reconcile from Checkbook balance to the GL Associated with that Checkbook. Look in the checkbook setup and see that they both have the same balance.
Aha! It looks like the distributions are dr. expense (purch), cr. A/P (cash).....not Cash (cash)....this must be something that got overridden....how do I fix it? If this is the case, shouldn't by cash account not reconcile somehow?
Did you post that batch in Payables? Is there an unposted Batch sitting at the GL? If you paid the Invoice in full, I would not expect it to be on the aged Trial Balance because you paid it before you posted it.
Example, I have an invoice for 1,000 and I enter it in Payables Transaction Entry. Normally Debit to Expense (PURCH), Credit to A/P Account (PAY). But once I enter the check amount and click "Print Check", the distributions go to Debit Expense (PURCH) and Credit the Cash Account From the Checkbook (CASH).
When I post the batch, it hits the GL as Credit to the Cash Account and Debit to the Expense Account.
Use Smartlist under account transactions and see what the distributions were (User columns Originating Master Number for Vendor ID). Or go into the Inquiry by Vendor, look at the invoice, then look at the distributions. Are they what I put above? Did you maybe override this distributions and the "Type" in the transaction before posting?
Tiffany - if you posted a single payables transaction, that will update the AP subledger, and will create a batch in GL that needs to be posted. Go to Trx - Financials - Batches and post a batch that looks like PMTRX######. That will update the GL.
K Day - I have recently tried entering a check from the Payables Transaction Entry window and it appears the payment is not flowing though to my GL. The Invoice is not in the aged trial balance report and the total of my aged payables is less than the GL by this amount, although my cash reconciles. I've done check links and all batches have been posted. Note that I did this as a single transaction (not a batch). Any idea why I might be having this problem or how to fix it?
Just with my experience, it is sort of an exception where companies actually print checks in that Payables Transaction Window. The reason anything shows up in Select Checks is because the transaction are posted and sitting as open Payables that are aged. When transactions are sitting in a batch, they are sitting in the "Work" tables and have not been comitted to the system yet. That's why you shoudl not see them on your Aged Trial Balance report (although they might show up under vendor Inquiry with "WORK" in that first column).
The reasoning is that while something is in a batch, you can delete it or change it. Imagine being able to write a check against an unposted transaction, then deleting the transaction. That would be a mess. Actually, if you try to delete a transaction out of that payables batch after you have written that check against it, it will give you an error. I think you actually have to post it, then void the check.
Okay, I'll try that, posting it then seeing if it appears in the select check window! Thanks!
PS. You're right about printing them individually in the Payables Transaction Window from the amount check. That's how I'm doing it currently but when you have several to print, it would be ideal to shortcut the process and print them all at once! Otherwise, what's the point of having a batch!
Thanks again :)
These vouchers will not show up because they are unposted. You could either post the batch and then they will show up in the select checks, or you can actually write the check from that Payables Voucher window by entering in an amount in the "Check amount" field. By the way, this is why you must select a checkbook id for the Payables Transaction batch. I just can't remember if you can print these checks all at once, or if it is individual.
To make it easy, I would just post the transactions and then do a check batch.
Do you have terms set-up on all of the vendors for the payables in question? You may not have your date far enough into the future to be pulling them into your batch. Or you could go in and do a Manual Payment.
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