User Support Forum

Our bookkeeper processes payroll from payroll module and then sends to Fund acct. Our Treasurer settles the Fund Acct module and reconciles the bank acct. This month the first set of payroll checks posted twice in FA while the second set only once. What is strange is that in the payroll module they only show up once. So if I reverse the "extra" checks in fund accounting, I get a those balances reported back to Payroll. This means when I reconcile we have "income" from these reversed checks. I am at a loss as to how to fix this.

russellk wrote:Our bookkeeper processes payroll from payroll module and then sends to Fund acct. Our Treasurer settles the Fund Acct module and reconciles the bank acct. This month the first set of payroll checks posted twice in FA while the second set only once. What is strange is that in the payroll module they only show up once. So if I reverse the "extra" checks in fund accounting, I get a those balances reported back to Payroll. This means when I reconcile we have "income" from these reversed checks. I am at a loss as to how to fix this.

First off, I'm not sure how items can be 'posted twice' in Funds Accounting. Once posted, the transactions are wiped out of the unposted transaction queue, and they can't post again.

Second, not sure what you mean by showing 'income' from the reversed checks when you reconcile. Do you mean that you see these reversals in the upper block of the reconciliation screen? If so, this is correct. In double entry accounting, you have to have two entries.

When you reverse, you're going to find an entry in the bottom area of the reconciliation then the REVERSING entry in the top. They then cancel each other out, so there is actually a ZERO sum here, but you see a complete audit trail.

I'm really not sure how two sets of the same transaction showed up in Funds Accounting. Once Payroll posts, it creates one transaction for each check, and places it in the Funds Accounting Unposted Transaction Queue.

One possible scenarios is this:

1. the first set of employees are processed normally, and posted the first time as normal
2. the second set of employees are then processed, but the first set are also processed and posted. This created the second set of transactions
3. the duplicate set of checks were noticed, the person voided the checks in payroll, BUT (and here's the likely possibility) only posted the voids using the UPDATE PAYROLL ONLY option. If the voids were properly posted to Funds Accounting, they would negate the duplicates.

Again, that is a possibility ... I would look at the Accounting Audit Log found under Funds Accounting -> Setup -> View Accounting Audit Log. Check for any Post Payroll entries there, and highlight them. A detail line will appear at the bottom showing exactly where they were posted.

I think you are correct about how it happened but am not sure how to correct it. I will look at the log and see what I can find

Neil you are exactly right on how it happened. Now how do I get the voids over to fund accounting so that I can clear this mess up. Because they appear twice in fund accounting it affects my budget report as well as my reconciliation. Thanks so much for you help

russellk wrote:Neil you are exactly right on how it happened. Now how do I get the voids over to fund accounting so that I can clear this mess up. Because they appear twice in fund accounting it affects my budget report as well as my reconciliation. Thanks so much for you help

Unfortunately, you can't add another VOID through Payroll.

What I would do is just REVERSE the transactions in Funds Accounting, entering an explanation in the note area provided. As I mentioned above, this will cancel out the previous check in Funds Accounting and balance each transaction out:

Example:

Check 101:
Debit
Salary Expense: 500.00
Credit
Checking: 495.00
FITW: 5.00

The reverse will show:
Check 101-Reverse:
Debit
Checking 495.00
FITW: 5.00

Credit
Salary Expense 500.00

As you can see, this completely zeros out the debits and credits.

Neil,

I am still having trouble so let me try and explain what I am seeing. Based on the reports I've run, lets track a single check # through this process.

Selected Payroll Report shows check created #2256 and posted to Fund Accounting

Fund Accounting Posting Report Shows
#2256
#2256
#2256-Reverse

Reconciliation Report Shows
#2256 Clear
#2256-Reverse Outstanding
(no other instance of 2256)

I am at a loss as to how this happened. Does the reconciliation report draw its data from Fund Accounting or Payroll? Bizarre

russellk wrote:Neil,

I am still having trouble so let me try and explain what I am seeing. Based on the reports I've run, lets track a single check # through this process.

Selected Payroll Report shows check created #2256 and posted to Fund Accounting

Fund Accounting Posting Report Shows
#2256
#2256
#2256-Reverse

Reconciliation Report Shows
#2256 Clear
#2256-Reverse Outstanding
(no other instance of 2256)

I am at a loss as to how this happened. Does the reconciliation report draw its data from Fund Accounting or Payroll? Bizarre

Reconciliation is only done in Funds Accounting. Once payroll is posted, there is no other interaction.

Open the View Posted Transactions in Funds Accounting, and find all three transactions. As you note, there should be two checks, and one reverse.

In the reconciliation, try selecting the VIEW ALL option to see all transactions in the system. One of those may have posted outside the reconciliation date.

That is, you're doing a reconcile from Aug 1 to Sept 1, but the reissued check posted on Sept 2 (or July 31) .. it won't show up in the list.

that was it!!! once I changed that setting I was able to see it in the reconciliation. done and done. thank you so much

russellk wrote:that was it!!! once I changed that setting I was able to see it in the reconciliation. done and done. thank you so much

Whew ...