Page tree


I changed my vendor's address, but the old address still prints on the check. Why is this?


When you add a vendor, you can enter multiple addresses, including a Primary Address and a Mailing Address. Often these are the same, but sometimes the Mailing Address is a post office box number. When entering addresses, you can indicate the address type on the Address tab. The Mailing Address prints on invoices and checks.

Often, the Primary Address is changed, but not the Mailing Address. This results in the wrong address printing on invoices and checks.

 To correct a billing address
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Vendors and click Go .
  3. Select the appropriate Vendor, then click Edit.
  4. On the Addresses tab, verify that the Address Type selected is correct. If not, edit the address line below or change the address type.
  5. Click OK.


Can I post invoices and checks to a previous or future period?


Whenever you close the month, ACS changes the current posting period to the next month. If you selected Allow Posting to Prior Periods in Setup, you can change the posting period to a prior month to post to it if you need to post a transaction to another period. 

When entering transactions in the Add/Edit Invoices window, click the up and down arrows to change the Posting Period to the correct period.


What does "crossing funds" mean when I am trying to save invoices or process checks?


Your chart of accounts is made up of all the accounts you use to post entries and report to your finance committee or church members. These accounts are assigned to a fund, which is also known as a set of books in General Ledger. You may have one fund set up for the church's accounts and another fund set up for the day care's accounts. When you add accounts to your chart of accounts, you attach one of these funds to that account indicating that account is used for that fund only.

When entering transactions in Accounts Payable, or in any other module in ACS Financial Suite, you should use debit and credit accounts that are assigned to the same fund. If you use a debit account assigned to the church fund and a credit account assigned to the day care fund, you are "crossing funds".

At times, you may need to cross funds. If you are certain that your entry is correct even though you are crossing funds, accept the warning and continue posting the transaction. However, if you print your balance sheet by fund, your balance sheet displays out of balance due to the crossing funds.


My checks printed with the wrong check numbers. How can I change them?


If the checks have not been posted, you can change the check numbers to match the actual check numbers on your physical checks.

However, if you answered Yes when asked "Did check print correctly?", your checks are automatically posted. In this situation, void the checks and reissue them with the correct check number.

Info

You do not have to void the physical checks themselves. You can change the information in ACS to match the physical checks.

 To void a check in Accounts Payable
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Accounts Payable Checks and click Go .
  3. Click Void Checks.
  4. Specify one or more of the following search criteria:
    • Select a Vendor.
    • Enter a check number in the Check No. field.
    • Enter the bank code in the Bank field.
    • Enter a check Memo to search by check memo.
    • Enter a Date to search for checks issued on a particular date. This date looks at the check date on the checks.
    • Enter the amount of the check in the Amount field.
  5. Click Find Checks to begin the search based on the selected criteria.
  6. Select the appropriate check to void, then click View Check and/or View Invoice to verify this is the correct check.
  7. Click Void Check.
  8. Select the appropriate Posting Period and Transaction Source.
  9. Enter the appropriate Void Explanation.
  10. Click Void Check.
  11. If you selected the Prompt to Void Invoices when Void Check option in Accounts Payable Setup, a message displays giving you the option to void the invoice (or invoices) associated with the check. Please select the appropriate option:
    • Yes - Use this option if you are on an Accrual Basis and the invoices were posted to the incorrect period as well. This voids the invoice(s) and allows you to enter them back into ACS with the correct information.
    • No - Use this option if you are on a Cash Basis and you need to reissue the check to the correct posting period. The invoice(s) remain active and are marked as Unpaid.
  12. Click Close to exit the Void Checks window.

Note

If you did not void the invoice, you can reissue the check using the steps below. If you did void the invoice, enter and post the invoice before proceeding.

 To reissue the check to the correct posting period
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Accounts Payable Checks and click Go .
  3. Click Pay Invoices.
  4. Select the appropriate invoice to pay by marking the Pay? column. Do not mark any invoices that do not use the same pay period.
  5. Enter the appropriate Check Date, then click Process Checks.
  6. If you are not going to reprint using a different check number, select the Printed? option.
  7. Enter the appropriate Check/Ref# by selecting that field and entering the information.
  8. Click Print/Post Checks.
  9. Enter the appropriate Posting Date.
  10. Select the appropriate Post Month/Year, then click Post.
  11. When the confirmation message displays, click Yes.
  12. Click OK, then Close.
 To change the check numbers if you selected No to "Did your checks print correctly"
  1. In the Reprint Checks window, click Close.
  2. In the Print Checks window, click Close.
  3. On each check, select Print?.
  4. Change the Check/Ref# by selecting that field and entering the correct information.
  5. Click Print/Post Checks.
  6. Select the appropriate Posting Information, then click Post.
  7. When the confirmation message displays, click Yes.
  8. Click OK, then Close.


I voided a check to the wrong month. How can I correct it?


A voided check's posting period affects the checking account balance for the month the void was posted. This is not necessarily a problem, especially if you are cleaning up entries from several months ago. However, if the void should be posted to the same month as the original check or to a month other than the current posting period, you must reissue the check to the void month and then void the check to the correct month.

Note

If you did not void the invoice, begin with the steps below. If you voided the invoice, enter and post the invoice before following the steps below.

 To reissue a check to the void month
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Accounts Payable Checks and click Go .
  3. Click Pay Invoices.
  4. Select the appropriate invoice to pay by marking the Pay? column. Do not mark any invoices that do not use the same pay period.
  5. Enter the appropriate Check Date, then click Process Checks.
  6. If you are not going to reprint using a different check number, select the Printed? option.
  7. Enter the appropriate Check/Ref# by selecting that field and entering the information, then click Print/Post Checks.
  8. Enter the appropriate Posting Date.
  9. Select the appropriate Post Month/Year and click Post.
  10. When the confirmation message displays, click Yes.
  11. Click OK, then Close.
 To void the check to the correct period
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Accounts Payable Checks and click Go .
  3. Click Void Checks.
  4. Specify one or more of the following search criteria:
    • Select a Vendor
    • Enter a check number in the Check No. field.
    • Enter the bank code in the Bank field.
    • Enter a check Memo to search by check memo.
    • Enter a Date to search for checks issued on a particular date. This date looks at the check date on the checks.
    • Enter the amount of the check in the Amount field.
  5. Click Find Checks to begin the search based on the selected criteria.
  6. Highlight the appropriate check to void.
  7. Click View Check and/or View Invoice to verify this is the correct check.
  8. Click Void Check.
  9. Select the appropriate Posting Period. This posting period should match the Correct period that the check should be posted to.
  10. Select the appropriate Transaction Source.
  11. Enter the appropriate Void Explanation.
  12. Click Void Check.
  13. If you selected the Prompt to Void Invoices when Void Check option in Accounts Payable Setup, a message displays giving you the option to void the invoice (or invoices) associated with the check. Please select the appropriate option:
    • Yes - Use this option if you are on an Accrual Basis and the invoices were posted to the incorrect period as well. This will void the invoice(s) and allow you to enter them back into the program with the correct information.
    • No - Use this option if you are on a Cash Basis and you need to reissue the check to the correct posting period. The invoice(s) will remain active and are marked as Unpaid.
  14. Click Close to exit the Void Checks window.