User Support Forum

I am seeing unrelated account items in the Selected Paid Items Report for specific check numbers.

e.g. Manual Check # 1000 written on 4/26 for $200
19-1110 Checking_KeyBank 31.41
19-4119 Church Dinners Fund 31.41
GE-1110 Checking_KeyBank Guest Speaker 4/24 200.00
GE-5420 Honorariums Guest Speaker 4/24 200.00

The GE- account items are correct - I am not sure where the others came from. I have several of these scenarios. When I run reports in the Fund Accounting for the 19-1110, 19-4119 accounts there is 0 activity which is what I would expect.

I copied another churches chart of accounts at the beginning of the year so that I could use it to create mine. I did this by restoring from a backup of theirs and then deleting all the activity so that I started with zero. I ended up changing my accounts to start with GE- (For General fund) vs using the numerics so I used their setup as a template. I haven't deleted the unused accounts yet - tried today and got even more of these strange results in the Paid Items.

Can you tell me what is going on - I can't find the 19- amounts in any of the fund account reports.

Without seeing exactly what you did when you restored the other church's file to your computer and then deleted all the activity I can't tell for sure what happened. But here's what I think is going on.

When you restored the other church's files to your computer you brought in all of their records. However, it sounds like you only deleted their records out of Fund Accounting. It sounds like their records still reside in the Accounts Payable module. If they had used some of the same check numbers that you are now using, that would explain why you are seeing multiple records for the same check number when you run the Selected Paid Items Report.

If this is in fact what happened, you will need to delete the other church's records out of your accounts payable module to correct this problem. You will need to be very careful when doing this so that you don't inadvertantly delete some of your church's records. I would definitely make a backup copy of your files before beginning.

Matt,
I was thinking the same as you - that I didn't delete the previous records from the Accounts Payable. So, I deleted both the Vendor and Payment data for the other church from 1/1/2004 thru 12/31/2004 which should have removed all of these old references (there were no records in 2005) but it didn't. I also re-indexed after I ran this delete. For some reason these records are remaining in the module - any ideas?
Debbie

matt wrote:Without seeing exactly what you did when you restored the other church's file to your computer and then deleted all the activity I can't tell for sure what happened. But here's what I think is going on.

When you restored the other church's files to your computer you brought in all of their records. However, it sounds like you only deleted their records out of Fund Accounting. It sounds like their records still reside in the Accounts Payable module. If they had used some of the same check numbers that you are now using, that would explain why you are seeing multiple records for the same check number when you run the Selected Paid Items Report.

If this is in fact what happened, you will need to delete the other church's records out of your accounts payable module to correct this problem. You will need to be very careful when doing this so that you don't inadvertantly delete some of your church's records. I would definitely make a backup copy of your files before beginning.

You probably need to call support. There is an internal key that ties the main invoice record (invoice number, vendor, etc) to the account distribution. Somehow when you deleted records the entries in the detail file didn't get removed. Now when you created a new invoice the same internal id number is being assigned and it is picking up the old detail items that are supposed to be deleted.

There was an old problem in version 8 that when you deleted items that the detail was not being deleted. This was fixed years ago, so I am not sure why you are having the problem now. Call suport they have processes they will walk you through that should get the problem resolved.