In Payables, while posting a batch for checks where cheque numbers were assigned by Adagio, it gave an error on two cheques saying "The vendor was in use by in ~@." The rest posted and these two are now in an error batch. But all the cheques did print fine, including the two in question. In Check Reconciliation the two have the status P, while the others from the batch are O. Is the P okay? And what is the best way to handle the error batch, now waiting for cheque numbers? If I could just unpost the whole thing, I'd do that, but I don't see a way to.

Hi Ramona

If it were me, I would print the error batch, then delete it and re-enter it. A status of "P", for practical purposes, means the checks didn't print.

Steve

Can't you just post the error batch, now that the vendors are not in use?

We've just run into the same "P" status at one of our client sites using Ap 8.1C. Everything is fine, DIC is clean, except we have a chq with "P" status in the Payables Check Rec.

How do we get rid of the status code? If we click on the check there are no options.

Please advise.

Brian

The "P" status means Posting error.

Print the Check Reconciliation report for checks with the status, Posting error. Say Yes when you are prompted to clear all checks that are not outstanding.

Only the checks with this status will be cleared.

But it's a valid outstanding December cheque. And we are trying to reconcile the cheques for December.

So it's still a live item, and clearing doesn't solve the problem until the cheq is actually cleared.

Brian

Where there is a posting error, there is an error batch that contains the problem entry.

Once you clear the Posting error checks from the reconciliation, and clear up the problem that caused the posting error, you will be able to post the error batch.

Then you will have the outstanding December check you are expecting.

So, just to clarify.

The "P" status means that the check was printed, but not posted (due to a posting error or some other processing failure). Fixing the error condition will remove the "P" status.

We did print the Check reconciliation report for just the range of the check with the "P" status with all of the status codes clicked on, and an empty report prints. I get prompted to clear the range, and 0 checks are cleared.

When I print a Check Reconciliation report for several cheques on either side of the check range with the "P" code, with all of the status codes clicked on, all print except for the check with the "P" status. I did not clear checks.

I have confirmed that the cheque is related to a voided transaction that somehow posted properly to the Vendors account, so all of our GL transactions are good. Except I still cannot clear out the check with a "P" status.

I have manually created an outstanding check so that the Outstanding Checks can be properly balanced, and I've dealt with the GL implications for that entry.

And Data Integrity is completely clean.

What I need to know still is how to correct this P status or do I use GV RW?

Brian

Hi Brian,

Please send me the data.

Thanks

In order to purge a transaction from Check Reconciliation (other than Outstanding checks), you have to print the Check Reconciliation report and see the check(s) to purge. If you get an empty report, this means the ranges and options were not chosen correctly to select that check with a Posted Error status (which is what P stands for).

Also, you only get the purge option if you print the report to printer or file, not preview.

Try previewing the Check Reconciliation report with the 'Posting error' status selected, and the check number and date ranges from blank to the largest possible ending value (zzzzzzz / 12/31/2022, respectively), to see what is saved with the posted error check. With AP81D, I can successfully see checks with Posting Error status and purge them from check rec, so there is no problem with the program.
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Since the check has been printed, and likely already sent to the vendor, you need to edit the manual check batch to re-assign the same check number that was previously used - you can't just re-post the batch. To do this, you have to edit the check and remove the option that the check is to Print, and that will allow editing the check number field.

For me, it's problem solved.

I printed the two Posting Errors in Check Reconciliation, and cleared them. Then I was able to go to the Error batch and assign them the actual cheque numbers, which it wouldn't accept until they had been cleared them from the Check Rec.

And then they posted fine. They are listed in the Check Reconciliation as O so everything's good.

Thank you all for the help.

Hi Ramona

I just learned something from you today. I always deleted the batch and re-entered it because I couldn't get it to post. I never thought that purging the "P" status checks would allow posting to occur.

Steve