Today we tried to post a cheque in Accounts Payble, and got the message that the cheque number we were trying to post was already on file. I looked into this, via the "Payments" button, and then "Check Reconciliation". Sure enough, the cheque we want to post today is already listed as used. I am not sure why this happened as it was NOT used. We did a cheque run on April 28, and still have the printed check register from that date. If I look at that, I see the cheques listed in order. First cheque number is 12906, and they go on in correct numerical order from there. The problem comes in when we get to a vendor that received payment for 23 different invoices. The system used three separate cheque numbers for that. ie when I look in "Payments" and then "Check Reconciliation" cheque number 12913, 12914, 12915 and 12916 all list the same cheque amount, but only the last cheque number retrieves to the appropriate vendor,bank recs, and the ledger. I was wondering if there is something I can change in Payables profile to stop this from happening. If there are only a few invoices written to a cheque number, it seems to be no problem. We do NOT print cheques at this time, so I am not sure how the system is assigning these numbers, or why there is a problem when there are multiple (more than five) invoices paid. I did recently change in Paybles Profile under "Integration" under G/L Description, changed to "Vendor Name". The only thing I can see that might possibly affect this problem would be the toggle "post system checks in detail" is turned on.

Any help you can provide would be most appreciated.

Hi Barb9,

To clarify, you created a payment for a vendor to pay 23 invoices. Instead of a single check number, 4 check numbers were written to the vendor record, with only the last one having an amount.

My first instinct is that your check form advice only shows a few invoices on an advice. When the check was printed, there were 3 check forms that were 'wasted' with a VOID and the 4th check form (and number 12916) was the actual check. Is this correct? You could also print the Check Number Audit List report to confirm this.

What version of Adagio Payables are you using? In the current 81A version, this scenario has all check numbers expect the last have voided check status (in Check Reconciliation and the Check # Audit List), and only one check number on the Vendor record (the last one).

The bank is where the 'next check number' is found.

You mentioned that you do not print checks. If that is the case, then posting manual checks in Adagio Payables will never generate multiple check numbers for a payment. The behaviour you described is not possible for non-printed checks.

Could manual check entries have been copied and all posted together?

We need more information to be able to answer more specifically, and you may need your Adagio consultant to help.
- How do you enter your checks / cash invoices?
- What does the posting journal and the check number audit list show for the checks?
- What transactions appear for the vendor in question? One check number or 4?
- Does your data pass an integrity check?

The GL Integration options for Description and Reference should have zero influence on this problem you had happen.

Hi Barb9:

To elaborate on Support's answer, a cheque stub only has space for a limited number of invoices (let's say 10). So if you print a cheque that pays 11 to 20 invoices, a 2nd cheque is required. Only the final cheque can be cashed, the others are marked as "Void" on their face. Payables knows this and keeps track of the cheques numbers for audit purposes.

From your description everything appears normal except for 2 things.

1) You don't print cheques. Yet the only way Payables will assign cheque numbers as described is if cheques are printed. Do you print onto blank paper?

2) Look at the cheque specification/layout. It has a setting that controls how many invoice lines will appear on an advice. The usual number is somewhere between 10 and 13.