A/P Payments

I have an invoice that has multiple payments that I need to void, but they are all the same check number. What do I do?

Void the checks. The checks will be displayed as separate items using the Activities>Check Writing>Void Checks/Vouchers/Invoices form, so that each one can be voided.

I have an invoice with a positive balance, but I have already paid it (I have the check to prove it). What happened?

You have an invoice that has been either entered multiple times or the payment has not registered against it. Run the Detailed A/P Ledger to find out what has happened. If you have the invoice but no payment, it means that either the check was not posted or the check was not generated through A/P checks. Checks generated through the standard write checks function will not reduce the balance of an invoice.

If you have seen the payment, it means the invoice was entered or copied multiple times. This most often occurs in a Batch-To Post setting when an invoice is entered, not posted and then entered again. Reverse the offending invoice to correct the A/P balance.

I wrote checks against multiple invoices but somewhere in the process of printing, the numbers got messed up (or some checks did not print). How can I correct this problem?

It depends on if you answered Yes or No when asked if the checks printed successfully (Activities>Accounts Payable>Pay Selected A/P Invoices>Load A/P Checks).

  • If you indicate that the checks did not print correctly, then you have the opportunity to select the checks to reprint. The good checks will be recorded (if any), and you will be prompted to reprint the bad checks.
  • If you indicate that the checks printed correctly, then you need to first determine if the check session has been posted. If the session is unposted, you need to remove the bad checks from the session by using the Transactions>Edit System Generated Documents form. If the session was posted, either reverse the whole session or specific checks or void the checks. Then you can pay the invoices again. You can even reuse a voided/reversed check number if needed.