Creating AP entres in Payroll

[nlparish]

When I create AP entries in payroll for the source deductions in V11, all the previous payrolls are still there even after everything has been posted and paid in both the payroll modue and the AP module. Is there something that I have to do to remove the older AP entries? It seems silly to have to remove the check marks for all the previous payrolls. I must have missed a step...

Thanks,
Rodney
New London Parish

[NeilZ]

When I create AP entries in payroll for the source deductions in V11, all the previous payrolls are still there even after everything has been posted and paid in both the payroll modue and the AP module. Is there something that I have to do to remove the older AP entries? It seems silly to have to remove the check marks for all the previous payrolls. I must have missed a step...

Thanks,
Rodney
New London Parish

I'm not sure what you mean by 'Payrolls' ... could you be more specific. Are you talking about payroll items, payroll history or something else ??

[nlparish]

When you hit the menu item to create AP entries for deductions, it comes up with all the previous AP payroll entries from prior payrolls which have all been paid. It defaults all of them with a check mark so you have to go into each one and take out the check mark except for the one payroll you are working on. If one had a high frequency payroll this list could get long. This is a new install and I have not closed any months yet...perhaps they will disappear after the month is closed.

[NeilZ]

When you hit the menu item to create AP entries for deductions, it comes up with all the previous AP payroll entries from prior payrolls which have all been paid. It defaults all of them with a check mark so you have to go into each one and take out the check mark except for the one payroll you are working on. If one had a high frequency payroll this list could get long. This is a new install and I have not closed any months yet...perhaps they will disappear after the month is closed.

Again, Accounts Payable entries in Payroll does not compute. Are you saying that when you open the payroll for a specific set of employees, you see the list of Payroll Items (Salary, tax withholding, etc) ??

This is the way the system works. Each payroll item is setup so that you shouldn't have to 'recreate' a new payroll item each time. They are applied to each employee on their employee record. You can then edit these when you run payroll to add any manual changes.

For instance.

We have a part-time custodian who is an hourly worker. This person does not want to have full federal tax taken out as he gets most of his withholding deducted from his main job. So we have the federal withholding setup for him with a manual amount of $5.00. If, for some reason, he wanted extra taken out one paycheck, we can then edit this at the time of Payroll processing to change the amount.

Does this help explain what you are seeing ??

[nlparish]

I take it that your version does not have this option inside the payroll module. Like I had mentioned in earlier posts is that this is a new install using version 11 so this must be a new option in this version. In V11 there is an option called create AP entries for payroll deductions inside the payroll module. I can try closing a month to see if the AP entries go away.

[NeilZ]

I take it that your version does not have this option inside the payroll module. Like I had mentioned in earlier posts is that this is a new install using version 11 so this must be a new option in this version. In V11 there is an option called create AP entries for payroll deductions inside the payroll module. I can try closing a month to see if the AP entries go away.

Aha ... we don't use that feature, as we create the invoice in AP.

That said, the previous payrolls are shown as some churches may only pay out their withholding or other deductions on a monthly or quarterly basis. They can then select the payrolls going back as far as they need.

I also understand that you would like to see those payrolls already processed not show up in the list. That may be a good option to add in a future upgrade, to be able to filter that list by date range.

[Zero]

Rodney,

I am unable to reproduce this behavior. If I process the AP payments, I only see the current PR when I create the AP payments after processing another batch of PR checks.

If you go to "Help" > "About PowerChurch" and click on the "System Information" tab, what is the program date?

Also, just so I don't forget the obvious, you are actually creating the payment for AP right?
IE, you get a message similar to:

Code: Select all

---------------------------
Create Accounts Payable Entry
---------------------------
An invoice has been created for $345.54 in Accounts Payable. 

Information transferred to Accounts Payable will be found in Maintain Open Invoices.
---------------------------
OK   
---------------------------

Can you list out the general steps that you do to create the payments? It's possible we may have to look at the data directly.