How did this happen??

[GDeiChurch]

I've already fixed this problem for our records, but I'd like to find out how it could possibly have happened at all so it can be avoided in the future:

On the 18th of this month, our assistant treasurer entered 8 invoices into the Accounts Payable module, then printed the checks and mailed them out. This week, she entered the new batch of bills due, but when she went to print them, all the open invoices from the 18th still showed as not having been printed. I had her de-select those that had already been paid so she could just print the checks actually needed and giving me time in an incredibly busy week to try and figure out what the problem was.

This morning, when I printed the Open Items report, those invoices from the 18th showed up on the report with "Pay Now" set to "no", and no sign of the computer generated checks that had been printed. I went into Maintain Computer Generated Checks and searched for the first missing check number with no luck.

So, how could this have happened I have the check stubs to prove all 8 checks were indeed cut. Why doesn't the Accounts Payable module know that it printed these checks? How can this be avoided in the future? I ended up re-printing the checks on plain paper to get the system to know that these invoices are paid.

[Zorak]

Are the checks showing properly posted in Fund Accounting?

It is possible that a backup was restored, taking you back to a time prior to the checks being printed.

Also, the checks could have been deleted from Maintain Computer Generated Checks after printing, but prior to posting. This would leave the open invoices with no check attached.

The invoices were marked Pay Now = No because you unchecked them on the Print Selected Checks screen when printing the next batch.

[GDeiChurch]

Are the checks showing properly posted in Fund Accounting?

It is possible that a backup was restored, taking you back to a time prior to the checks being printed.

Also, the checks could have been deleted from Maintain Computer Generated Checks after printing, but prior to posting. This would leave the open invoices with no check attached.

The invoices were marked Pay Now = No because you unchecked them on the Print Selected Checks screen when printing the next batch.

The checks are showing up properly now that I reprinted them on plain paper, they were not there before then and they are not showing twice.

Definitely no backup was restored, I am the only one who knows how to do that or even where the backups are stored. Same with deleting from Maintain Computer Generated Checks. There is really no one but me that knows anything about the system and I defintely did not do a restore or any deletions. The assistant treasurer only knows how to do entry into accounts payable and she's too nervous to do anything she is unfamiliar with. The only other person who works with the system only has access to the attendance module.

[Zorak]

To be able to verify for certain that neither of these things have happened, do the following:

- Go to Utilities > View System Audit Log. Look for an entry in the Event column that reads "Backup Restored".

- Go to Accounting > Fund Accounting > View Accounting Audit Log. Look for an entry in the Event column that reads "Delete a computer check."

Otherwise, I don't think there is anything else within the program that would cause this type of thing to happen.

[NeilZ]

Are the checks showing properly posted in Fund Accounting?

It is possible that a backup was restored, taking you back to a time prior to the checks being printed.

Also, the checks could have been deleted from Maintain Computer Generated Checks after printing, but prior to posting. This would leave the open invoices with no check attached.

The invoices were marked Pay Now = No because you unchecked them on the Print Selected Checks screen when printing the next batch.

The checks are showing up properly now that I reprinted them on plain paper, they were not there before then and they are not showing twice.

Definitely no backup was restored, I am the only one who knows how to do that or even where the backups are stored. Same with deleting from Maintain Computer Generated Checks. There is really no one but me that knows anything about the system and I defintely did not do a restore or any deletions. The assistant treasurer only knows how to do entry into accounts payable and she's too nervous to do anything she is unfamiliar with. The only other person who works with the system only has access to the attendance module.

Do you do complete computer backups at your site? Perhaps the system had to be restored for some reason thus entailing a complete restore of the computer??

[GDeiChurch]

To be able to verify for certain that neither of these things have happened, do the following:

- Go to Utilities > View System Audit Log. Look for an entry in the Event column that reads "Backup Restored".

- Go to Accounting > Fund Accounting > View Accounting Audit Log. Look for an entry in the Event column that reads "Delete a computer check."

Otherwise, I don't think there is anything else within the program that would cause this type of thing to happen.

I checked both, the last time I did a restore was on February 27th, and that was to re-open January almost immediately after it was closed. And the Accounting log doesn't show any instances of computer checks being deleted at all.

[GDeiChurch]

Do you do complete computer backups at your site? Perhaps the system had to be restored for some reason thus entailing a complete restore of the computer??

I do complete system backups weekly, but have never restored the entire system, only individual word processing or desktop publishing files. And once again, no one else knows where the backups are, as a matter of fact, I take the most recent set of tapes home for offsite storage.

[Fenelon Falls Baptist Chu]

I have several items that are paid regulary and so are set up under maintain auto repeating entries. Somehow they keep appearing on the select invoices list multiple times even though I only need to pay them monthly. How can I delete this long list?

Fran