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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.

Expand
titleTo 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.

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How do I deactivate a vendor?


You can deactivate a vendor in Add/Edit Vendors.

Expand
titleTo deactivate a vendor
  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 and click Edit.
  4. Clear the Active box, then click OK.
  5. Click Close.
Info
titleOne-Time Vendors

Any vendor flagged as a one-time vendor is automatically deactivated once the invoice for that vendor is paid.

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How can I pay only part of any invoice?


Sometimes you may be billed for several items on one invoice, but not receive all of the items. You may choose to pay the invoice for only the items you have received, leaving a balance to pay at a later time.

Expand
titleTo partially pay an invoice
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Accounts Payable Invoices and click Go .
  3. Click Add/Edit Invoices.
  4. In the left drop-down list, select Unpaid Invoices.
  5. Select All Users and All Periods.
  6. Select the desired invoice and click Edit.
  7. Enter the amount you want pay in the Partial Amt field, then click OK.
  8. When the confirmation message displays, click Yes.
  9. Click Close twice.
Info
titleProcessing Checks for Partially Paid Invoices

When you process checks, the full amount of the invoice displays in the list of invoices, but only the partial amount entered is processed for payment. You may verify this by previewing the check prior to printing.

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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.

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How can I correct the posting period on paid invoices?


The Posting Period is one of the most important aspects in General Ledger. If you close your month on a timely basis and change the post month to the current month, you shouldn't experience many posting errors.

However, this isn't always the case. For example, at year-end, you may need to post checks to January of the new year prior to closing the previous year.

When your posting period is different from the current month, you must change the post month/year to the desired period when posting transactions. If you do not, you must make a correction to ensure report totals are accurate. If you post checks to the wrong month, you must void the check to the Original Posting Period and reissue the check to the correct posting period.

Expand
titleTo 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. This posting period should match the incorrect period that the check was posted to.
  9. Select the appropriate Transaction Source.
  10. Enter the appropriate Void Explanation.
  11. Click Void Check.
  12. If you select 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 you posted the invoices to the incorrect period as well. This voids the invoice(s) and allows you to enter them back into Accounts Payable 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.
  13. Click Close to exit the Void Checks window.
Expand
titleTo reissue the check to the correct posting period
Note
titleNote

If you did not void the invoice, follow the steps below. If you did void the invoice, enter and post the invoice first.

  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. Leave any invoice that doesn't use the same pay period unmarked.
  5. Enter the appropriate Check Date, then click Process Checks.
  6. Select the Printed? option for the check if you are not reprinting using a different check number.
  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.

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I am trying to print checks, but I receive a message that I am already printing checks.


If you have a printer malfunction or lose power while printing checks, you may receive an error message that reads "User is already printing checks". If this happens, you need to reset check printing.

Expand
titleTo reset check printing
  1. When the error message displays, click OK.
  2. Exit the option.
  3. Under Advanced Tools, click the Admin Utilities tab.
  4. In the drop-down list, select Maintenance Utilities and click Go .
  5. Click Reset Check Lock.
  6. When the confirmation message displays, click Yes.
  7. Click OK, then Close. You can continue printing checks.

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I am trying to post my invoices, but I receive a message that I am already posting.


If you have a printer malfunction or lose power while posting your invoices or checks, you may receive an error message that reads "User is already posting invoices". If this happens, reset the posting lock.

Expand
titleTo reset the posting lock
  1. When the message displays, click OK.
  2. Exit the option.
  3. Under Advanced Tools, click the Admin Utilities tab.
  4. In the drop-down list, select Maintenance Utilities and click Go .
  5. Click Reset Posting Lock.
  6. When the confirmation message displays, click Yes.
  7. Click OK, then Close. Continue posting invoices.

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I voided a check and do not want to replace it. When I process checks, the invoice displays paid. How can I delete this?


When a check is voided, ACS changes the invoice status from Paid to Unpaid. Each time you process checks, the invoice is included for payment. If you do not intend to pay the invoice, you need to void the invoice.

Expand
titleTo void an invoice
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Accounts Payable Invoices and click Go .
  3. Click Add/Edit Invoices.
  4. In the left drop-down list, select Posted Invoices, then select Unpaid Invoices.
  5. Select All Users and All Periods.
  6. Select the appropriate Invoice and click Void. If you are on an Accrual Basis, you will be asked to select the Posting Period and click Void.
  7. When the confirmation message displays, click Yes.

If you selected Prompt to void invoices when void check on the A/P Setup tab, you will receive a reminder to void invoices associated with the check you are voiding.

Expand
titleTo receive a void invoice reminder when you void a check
  1. Under Advanced Tools, click the Settings tab.
  2. In the drop-down list, select Accounts Payable and click Go .
  3. Click Edit.
  4. On the A/P Setup tab, select Prompt to void invoices when void check, then click OK.
  5. Click Close.

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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.

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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.

Expand
titleTo 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.


If you answered Yes when asked "Did check print correctly?", your checks are automatically posted.

Once your checks are posted, you don't have to void them in order to change the check numbers. That's because after an Accounts Payable check is posted, it becomes a General Ledger transaction.

So, you can edit it just like other General Ledger transactions.

Expand
titleTo edit a transaction
  1. Under Manage Records, select the Transactions tab.
  2. In the drop-down list, select General Ledger Transactions and click Go .
  3. Click Add/Edit Transactions.
  4. Select the transaction that you want to change, and click Edit.
  5. Make your changes to the transaction, and click OK.

 

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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 is posted to the same month as the original check or to a month other than the current posting period, you must correct the posting period for the void.

Once an Accounts Payable check is voided, it becomes a General Ledger transaction. So, you can edit it just like other General Ledger transactions in order to correct the posting period for the void.

Expand
titleTo edit a transaction
  1. Under Manage Records, select the Transactions tab.
  2. In the drop-down list, select General Ledger Transactions and click Go .
  3. Click Add/Edit Transactions.
  4. Select the transaction that you want to change, and click Edit.
  5. Make your changes to the transaction, and click OK.

If the void is posted to a period outside of the same fiscal year, you must reissue the check to the void month and then void the check to the correct month.

Expand
titleTo 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.
Expand
titleTo 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.

 

 

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