Missing Transaction entries

[Kevin Sawatzky]

We wrote out a cheque for $5446.42 and entered 8 invoices that make up this amount into Powerchurch. However, in the account description summary of the cheque stub as well as the actual amount that Powerchurch assigned to this cheque number was $4447.95. Powerchurch removed one complete invoice of $998.47 from this transaction. We only came across this when doing our latest bank reconciliation.

What happened? We are using version 10.

[Kevin Sawatzky]

This is a confusing issue to explain, but I will try to give more details as to what happened. The entry was made in Accounts Payable. But it appears that when it got posted to Fund Accounting, the amount of the transaction went from $5446.42 to $4447.95.
Also when I look at Selected Paid Items in Accounts Payable the amount under the CompCheque type is $5446.42 for that particular transaction. However, further down in the report under the 8 invoices that make up the cheque amount, the one invoice that is in question has the account detail and description missing. Then if I view this cheque number in Fund Accounting View Posted Transactions that amount is $4447.95.

Hopefully these details help

[Jeff]

There is a difference in how the total is calculated in the AP module versus the Fund Accounting module. In AP the check total is calculated from the amount field in the invoice. In Fund Accounting the Amount is calculated from the debit & credit entries to the checking account.

There is a prompt when adding a invoice if the amounts in the distribution do not match the total entered for the invoice. This is a warning prompt and does not keep you from saving the invoice because there are instances where the distribution total might not match the invoice amount.

You seem to indicate that the distribution detail was empty for the invoice. You shouldn't be able to save an invoice without any distribution, I have tried this morning to duplicate this, but have not ben able to save an invoice without any distribution.

[Kevin Sawatzky]

Thanks for replying Jeff. However, I'm not sure this is the problem. Could I fax you a couple of reports I printed off for you to look at and tell me if what you are saying is what is happening?

[Jeff]

You can fax it into tech support at 828-665-1999 and reference this forum post. The techs monitor this forum so they will know what yu are refering to. It might be better to just call them and they can walk you through any additional trouble shooting.