How did they decide to validate the account numbers?

They both selected "None."

Wow - I think that's crazy! Why not at least force the account number to exist and let them enter a new department?

Because sometimes the AP clerk clear needs to add a new expense account as well.

In one case, the Ledger is handled in another location entirely (with GL batches taken over by USB drive monthly), so there is a copy -- not always fully up to date -- of the GL data on the AP system just for looking up account codes. The people working Ledger and Payables simply co-ordinate the addition by telephone.

In the other case, a process is in place for the AP clerk to advise the person handling the GL when an account is added, (and, of course, such accounts would be flagged when she prints -- or previews -- a batch prior to posting in Ledger).

In other words, they have accounting processes in place that work for them. Adagio is a very important part of the process, but not the whole process, and needs to work within the parameters they have established.