User Support Forum

Hi,

I just took over as treasurer. When the previous treasurer did a trial print of W2's from PowerChurch we discovered a problem. She was wary of PowerChurch and had been keeping a second set of records in QuickBooks. The values in PowerChurch didn't match those in her system. The values for several staff were off by one payment too many.

We use the manual check process for payroll checks. Looking back through the payment history the best I can figure is for these staff she at one time voided a payroll check via the "void check" process in accounts payable rather than in payroll. So to payroll it didn't read as a void so when she re-wrote the check via payroll the amount was essentially doubled. Does this seem likely?

The problem is to the check register the void was correct. Our amounts balanced and if she hadn't been keeping the second set of books we would have had no way of knowing this was incorrect. I'm wondering if there is any way (other than voiding it correctly of course) to catch such an error, if indeed that is the problem. If the payroll checks are kept somewhat separate from the regular check encumbrances is there some way to flag the system to tell us we are voiding a payroll check and can't do that in accounts payable.

Or are there other suggestions as to what we did wrong. And indeed it does seem that the QuickBooks amount was the correct one so we did do something wrong.

We are on v. 8.5

Sue

By donig the void of the payroll check outside of the payroll module the W2s will not be able calculate correctly. To correct this now, you will need to void the check in payroll. Payroll will then have the correct amounts so it can calculate balances for W2 etc. When you void the check however, payroll is going to automatically post a correcting entry to the Fund Accounting Module. But because this has already been corrected in Fund Accounting, you will need to go to the Modify Unposted Transaction in Fund Accounting to delete the correction before it posts there. This will let you update Payroll without making a change in Fund Accounting.

Just as a general rule of thumb, a check should always be corrected/voided from the module it was generated from. If the original check came from Payroll, it should be voided or corrected in payroll. If the check cam from Accounts Payable, then the check should be voided or corrected in Accounts Payable.

Thanks Jeff. You answered my unasked question of how to fix it if that was what had happened. Since the check register balanced and we'd already done the W2's by hand we were going to let it lie and just keep a note that there was a problem. But it would be nice to get it correct.

Sue