Special problems

There are several problems that may arise when using Accounts  Payable.  The following sections detail some of the problems  encountered by bookkeeping specialists, and the Accountant methods  for resolving them.                

Running A Single Account Payment

To run a statement for a single account, first go to the Edit  function, enter the account number, and then move to the payment cycle, and change the flag to a  special code, ie. X.  Next, go to the Write Checks option, and enter  the X special cycle code for the payment cycle.  Answer the date question, and the check will be processed.  If everything is acceptable, return to the Edit option, and change  the payment cycle back to its original value.  Although this may seem cumbersome, running payments for individual  accounts is not a usual activity.

If you have an account that needs  this on a regular basis, they should have a personal code from the  beginning.

You can also write a check by selecting the Post Transactions option, and entering a Payment amount equivalent to the Balance Due.  You will then need to apply the payment to the individual invoices.

Something's Out of Balance

Sometimes the system seems 'out of balance.'  This generally occurs when the account balance summary has an amount that is different  than the Accounts Payable liability total in the General Ledger.

The most likely cause of this problem is that a transaction exists  in the transaction file which has not been picked up on an account.  This is particularly easy to isolate by running the transaction  report for an extended date range, ie. 01/01/80 to 12/31/99. This  will cause the system to list every transaction in the file.

By  checking the dates, and the billing cycle entries, you will probably  find that transactions exist which are assigned to accounts without  billing cycles. If old dates are displayed, then the account is on  a cycle which hasn't been cleared in quite awhile.

To correct the problem, place the account on a billing cycle, and  re-run the balance report.  If everything is correct, run the check  processing, and close the period.  Remember to close all old  accounts also.

If a problem still exists, there may be file contamination.  Use  dSalvage to test the aaptrn.dbf file.  It is likely that an end of  file marker has found its way into the file.  dSalvage will remove  the offending critter, and alleviate your problem.

Posting a Credit

To post a credit, simply enter a negative charge in the payment  posting routine.  This will adjust the payables and expense fields  appropriately in the general ledger.

Correcting Posting Errors

The easiest way to correct posting errors is through a new pair of  entries.  The first entry should be a reversal of the first,  incorporating an exact duplication of the transaction, except using  negative numbers.  You would then post a new entry with the correct  activity.  If you have applied payments to invoices, and thus cleared them, this will not work.  In that case, you will need to post the  difference between your original entry, and what should have been  entered.

Writing a Single Check

To write a single check, first run a worksheet, and determine the  total amount you wish to pay.  Then go to Posting, and enter that  amount as a payment.  Finally, check off the items displayed which  are

being paid, and process the check.

Year End Closing

You do not need to perform a year end closing.  The payables balances are fluid  into the next year, but the totals are reflected on the Profit and  Loss, and Balance Sheets which are run at the end of the year.

If The Checks Jam

When you process checks, the computer will ask if the check(s) have  been printed correctly.  If not, it will allow you to reprint them.  Simply follow the prompts on the bottom line of the screen to  perform this task accurately.  When printing checks, be sure to verify that they are correct before  releasing the system !