A cheque was being posted manually; the vendor code was selected so the invoices to be allocated to the cheque could come up. The invoices were selected and the cheque was posted. However now reconciling wanted to see the invoices paid with this cheque but the cheque is not showing up in the Vendor account. I checked the check reconciliation and realised that the vendor code is missing on the reconciliation.

1. What could cause the vendor code to disappear after posting the cheque?

2. Why is the neither cheque nor invoices showing up on the Vendor account?

3. What should be done to correct this or stop it from happening again?

Last DIC ran was November 20, 2012 and the cheque is from January 25, 2011. Please note cheques posted before and after the 25th to same vendor are in the account. No period end has been done.

Ishana

Hi Ishana,

I'm not so sure that this is really an error situation as opposed to an operator oopps moment where they forgot to enter the Vendor code.

A Manual Cheque transaction where no Vendor Code is entered is a perfectly acceptable transaction and is treated as a Miscellaneous Cash Payment. The GL is updated but as far as I can recall no transaction history is retained in AP other than for the Cheque Reconcilliation process.

The MC miscellaneous cash payment is very useful for making payments in one-off type situations.

Pete

Hi Peter,

In the process you just described does the invoices on the vendor account show up? The client claims they selected the vendor and allocated the invoices accordinly.

Hi Ishana,

Just to be complete, I'll say that after posting, no, the invoices would not show up in any Vendor account as with the vendor code left blank the system would have no way of knowing which vendor account they should show up in.

However, I believe that you are asking whether during entry of the MC with a blank vendor ID whether a list of invoices to be paid will show up in the detail grid - no they won't so if the user was truly able to select invoices to be paid and yet the posting journal shows no vendor id for the transaction - then I agree, something went wrong.

Jan 25 is fairly long ago, especially if 2011 is not a typo of the year. If DI is clean and the Vendor account bal is correct, then maybe client is not aware of or remembering the running of a period/year end that may have purged the trans from history. Still, why no Vendor ID in the Check Rec. ??? Hmmm

Maybe you should include the client's complete AP version number for Softrak to have while reviewing this post.

Hello Ishana,

Your post made me wonder whether it was possible to select a Vendor and some invoices and the blank out the vendor code for a miscellaneous payment to the same payee. It isn't (at least not in AP V8.1D (120814)) and I doubt in earlier versions.

Is the cheque in the Check Register? Can you find the transactions in the GL? (To locate a transaction in Ledger where you don't know the account, print-preview the entire GL detail listing and use the preview window's "Search" function (the binoculars at the top of the screen) to look for something identifiable in the transaction like the vendor name.)

Is it possible that the client has forgotten the vendor code and that all this activity took place on a different vendor?