User Support Forum

Our admin assistant entered payments in maintain open invoices as she normally does. However, somehow the system confused two transactions. I fixed one transaction but the other one is a problem. The check printed fine with the right vendor and amount. However as I went to post to paid file the vendor was wrong and the dollar amount is wrong (it has the amount and vendor that was on the other problem transaction). The journal entry info is correct. I can't correct the vendor or dollar amount as the check printed. I'm thinking that I need to void the check and enter it as a manual check. My concern is how could this happen.

dpetherbridge wrote:Our admin assistant entered payments in maintain open invoices as she normally does. However, somehow the system confused two transactions. I fixed one transaction but the other one is a problem. The check printed fine with the right vendor and amount. However as I went to post to paid file the vendor was wrong and the dollar amount is wrong (it has the amount and vendor that was on the other problem transaction). The journal entry info is correct. I can't correct the vendor or dollar amount as the check printed. I'm thinking that I need to void the check and enter it as a manual check. My concern is how could this happen.

OK ... let me restate this, and correct me if I'm wrong:

1. First Invoice was entered, and properly saved
2. Second invoice was entered, and also properly saved
3. Both checks printed correctly
4. However, after the print the transaction changed ??

Could someone have changed the entry?

Have you posted the transactions to Funds Accounting yet ??

I have never seen this type of error in the 18 years I've used Powerchurch and been following the forum.

If you have not yet posted from AP, your idea about voiding the check is not a bad idea. Enter the replacement transactions as manual checks using the original check numbers.

Before you do anything, however, do a REINDEX of the database, then check everything again. If they are still messed up, do the voids, and create the manual checks.

Yes this is the oddest thing. The check printed correctly and if I "view check" it is right. But the transaction shows the amount and vendor of the other check. I have not posted the incorrect transaction as I suspect it will post with the wrong vendor. The other transaction for that vendor I did post.

I tried to do a print screen to show you here but that doesn't seem to want to work.

dpetherbridge wrote:Yes this is the oddest thing. The check printed correctly and if I "view check" it is right. But the transaction shows the amount and vendor of the other check. I have not posted the incorrect transaction as I suspect it will post with the wrong vendor. The other transaction for that vendor I did post.

I tried to do a print screen to show you here but that doesn't seem to want to work.

I've seen this happen when someone goes in to edit a transaction, then edits the wrong one and saves it. In any case, enter a VOID for the check (yes, even though it has not been posted), then re-enter the invoice and check number under Manual Checks, and post that.

I would enter as much explanation as possible in the note area of the Manual Check screen.

Thanks Neal. I'm not sure if she tried to change something, but that might be what happened.