Variance Between Accounts Payable Record and Fund Accounting Journal

[R.V.Fagan]

I am wondering if there is an internal audit record log available to help me explain a recent anomaly.

We had several invoices that were created inside ACCOUNTS PAYABLE over several days (June 25, July 16, and July 25), and were later paid (July 26) by a single cheque. The ACCOUNTS PAYABLE record appears intact, however, the FUND ACCOUNTING journal is for a different amount total amount. It appears the amount of the July 16 Accounts Payable amount (on the invoice) was changed from $66.92 to $666.92 within FUND ACCOUNTING, meaning the cheque was overstated by $600. The FUND ACCOUNTING journal indicates it came from the AP journal.

My understanding is that the only way it could get changed is if it were manually changed by utilizing “MODIFY UNPOSTED TRANSACTIONS” prior to posting in FUND ACCOUNTING. Are there any known bugs or other explanations?

[Zorak]

That is possible.

More likely what happened is the invoice amount was incorrectly entered initially as $666 and PowerChurch filled in the transaction details for that amount, then the invoice amount was changed back to the correct amount.

In that instance, at least in Version 14, it would ask if you want to change the transaction detail amounts, but allows you to choose No. Also, when saving the invoice (or manual check) in Accounts Payable, if the total debits and credits don't equal the amount showing in the main Amount field, then it will also pop up a warning that those amounts don't match. That message allows you to choose Yes to continue.

In either case, if you run a Selected Paid Items report and check the option to include transaction details, you should see the debits and credits are for the +$600 amount while the invoice is for the correct amount. The Fund Accounting transaction, of course, is made up of those debit and credit accounts and amounts, rather than what's printed on the check as the amount.

[R.V.Fagan]

Thanks for the prompt response.