Need Help Correcting Vendor Posting Mistake

[PaulGOC]

I'm a beginner at PC so I hope I explain this well enough to get some help (I believe we're using Version 9).

Over the past 1 and 1/2 years, our office has been posting expenses from one of our vendors to a single expense account. In reality, it should have been split between two different expense accounts.

I needed to correct this so what I did was 1) void the original check and 2) enter a manual check for the same amount to the same vendor with the same date but split it between the two different expense accounts. When I entered the manual check, I did not change the accounting month (I don't even recall if that's an option in the manual check window.

When I checked the 2011 and 2012 income and expense reports by month, it looks like all the changes show up in July 2012 (I did this on July 31), not the month the check was written.

For example, I had an invoice from Feb 2011 for $202. Originally, all $202 was applied to expense account #1. I wanted to change it and apply only $105 to expense account #1 and $97 to expense account #2 and have it show up in Feb 2011. Instead, the change show up in the July 2012 column, not Feb 2011...ugh.

Any suggestions on how to correct this? To delete the manual checks that I entered, should I void them (again) or reverse them? To get the new checks to post to the correct month, can I still use the manual check mode but just change the accounting month?

Thanks so much for your time.

God Bless,
Paul

[NeilZ]

FWIW ... some advice, always do a backup before you try to repair a problem. This way if it doesn't work, you can revert back to the beginning.

I'm a beginner at PC so I hope I explain this well enough to get some help (I believe we're using Version 9).

Any suggestions on how to correct this? To delete the manual checks that I entered, should I void them (again) or reverse them? To get the new checks to post to the correct month, can I still use the manual check mode but just change the accounting month?

Thanks so much for your time.

God Bless,
Paul

If I remember right, I don't think you can have more than 6 (or 12 ??) months open in version 9 at a time, so I'm not sure if you could fix all those problems in 2011 (I may be wrong on this, I don't have a copy of v9 running anymore)

I would go through the whole process of voiding the checks through AP, then posting to make sure that everything is back to before you started this process.

Do a backup ... (backup A)

Then enter each check, using the CORRECT DATE of the original check.

Do another backup ... (backup B)

Then when you go to post the checks to the AP file, and the transactions to Funds Accounting, verify the posting date in the Modify Unposted Transctions function of FA. If the posting date looks correct, use the Post Transactions process.

I'm fairly sure you can then select which months you want to post from the list that appears. I think that was a function in added in v9. Then verify what was posted, if it does not look correct, restore from backup B.

Once it appears that everything is correct, I would seriously consider upgrading to v11.5. It has functionality that will automatically post to the correct month as long as you have the correct date in the check or transaction. Plus you can have up to 18 months open at one time so you can do corrections such as you're doing in prior months

[PaulGOC]

Thank you for your response, I should have known to run a back-up prior to trying to fix this.

What's getting me is that I DID use the correct date when I entered the manual checks (ie, the date on the original check). That's why I thought this would work.

Thanks again.

God Bless,
Paul

[NeilZ]

Thank you for your response, I should have known to run a back-up prior to trying to fix this.

What's getting me is that I DID use the correct date when I entered the manual checks (ie, the date on the original check). That's why I thought this would work.

Thanks again.

God Bless,
Paul

Unfortunately, Ver 9 and 10 will only post to the current month unless you manually change the program's "current month".

V11 ( I think sub-versions) will post to the month based on the date of the transaction.

[PaulGOC]

Thanks for your help. I took your advice and voided/re-entered all of the old data to get back to where I was and then made a new back-up. I also just ordered the V11.5 upgrade so hopefully things will go smoother.

[NeilZ]

Thanks for your help. I took your advice and voided/re-entered all of the old data to get back to where I was and then made a new back-up. I also just ordered the V11.5 upgrade so hopefully things will go smoother.

You'll see some major improvements in many areas; the Payroll module .. much easier to work with and use, Membership has had very good overhaul with the way data is now available on the Personal Profiles, along with other updates.