Common Adagio Payables Questions

by | Payables

AP Check Listing Error
Question: We recently changed banks and set up new GL codes for the new bank accounts. We entered checks into a batch and received a message on most of the checks that did not have a vendor number, saying “Bank code incompatible with vendor’s control account set”.
How can I fix this?
Answer: There is a setting in the Payables company profile to ‘Include bank on Control Account Set’, which I believe you have enabled. This option is typically used to enforce payment to a vendor from a specific bank.

You have 2 choices to get past this error:

  1. Edit the control account set and change the bank code stored there
  2. Edit the company profile and disable the option to Include Bank with Control Account Set.

If you are running an older version of Adagio Payables, you may not be able to save changes to control account set records due to uncleared posting journals. If this is the case, then you will need to follow route #2 until posting journals are cleared – which is likely at fiscal year end. The current release of Adagio Payables 9.2A does not have this restriction, but I would not suggest installing the upgrade strictly for solving this issue, without appropriate planning.

If you need more specific information about the best resolution, please give us a call.
Tracking Who Created A Vendor
Question: I’m running Adagio Payables 8.1F, and am wondering if there’s any way to find out which user created a vendor. We’ve had a few “strange” vendors show up in our vendor list, and no one is owning up to them.

Answer: In Adagio Payables 8.1F, we only tracked the date a Vendor was created. In Adagio Payables 9.2A, we track the date, time and user who created the vendor. One more reason to upgrade, if you haven’t already.
Purging Tax Transactions
Question: I’ve done the period end and year end in AP, and I’ve purged vendor history, however, when I run a Tax Transaction Report, historical transactions are still printing. How do I get rid of prior year transactions from this report?
Answer: Print the Tax Tracking report to paper or file. When done it will ask you if you want to purge the report. You will find the Tax Tracking report with the transaction reports.

Common Adagio Bank Rec Questions

by | Bank Rec

Importing Deposits

Question: I am wondering if there is a work-around for importing deposits into BankRec so that they show up individually instead of lumped together as one number, with the description included.

For instance, on any given day, I have Cash, Debit, Visa, MC, and Amex deposits, which are deposited into our bank each day (or whenever I close out our Moneris machine).

When I import them into BankRec, it lumps them all together. I can copy (or move) the entries in the batch to multiple batches. However, when I do this, I lose the description once the batches are posted.
The description shows if I do an import with payments, just not with deposits.
Answer: If you are entering the cash receipt in Receivables, the Payment Method controls how the batch is created in BankRec. Credit cards can be batched by day in separate batches, while checks are appended to an open batch awaiting deposit.
Since you want to import a file from Moneris, you are better off importing into Adagio Receivables as a cash batch, and having the posted AR Cash get separated into BankRec batches by payment method. Attempting to import this file directly into BankRec will be way more work.
EFT Payment Returned by Bank
Question: I processed an EFT manually through our bank. The money came out of our bank and I cleared the payment through BankRec. Now, 5 days later, the bank has rejected the EFT and returned the funds to my account. How can I void the payment once it has been cleared? 
Answer: If you cleared the payment then it is no longer available to reverse. All you can do is post a deposit in BankRec as a miscellaneous cash receipt. The GL account number to use would be your clearing account. In AP post a Debit Note to the vendors account using the same GL clearing account. If you haven’t run period end in AP yet you will be able to apply the debit note to the original invoice to make it outstanding again.
Partially Clearing in BankRec
Question: A batch was imported and posted in BankRec which contained deposits from two different months. Is it possible to clear part of the batch and have the remaining entries left for the following month? If not, what’s the best way to handle it?
Answer: The best answer to any data entry error is to reverse the mistake and redo it. So, in this case, reverse the single deposit and re-enter it as two batches (deposits). You don’t need to worry about reversing (NSF’ing) the individual transactions within the batch, just deal with the sums.
Bank not recognized by BR
Question: We have set up a new bank in Bank Rec and in Payables. I thought I had set up all the links and integration just like I had the old bank. However, things did not go as expected…

I completed an EFT cheque run in Payables under the new bank. I then opened up Bank Rec, and when it was checking batches to import, Adagio told me that the Payables batch from the new bank was unsuccessfully imported. What is going wrong?
Answer: When you set up a new bank in BankRec, you are required to enter the AP bank code. This is how BR knows which BR bank to import the AP payments into.
It sounds like BR is not able to match the AP bank assigned to the incoming transactions to a BR bank. Double check that code.

Common Adagio General Ledger Questions

by | General Ledger

GL Posting An Extra Line
Question: One of my co-workers has a strange thing happening when posting some batches. After posting a journal entry, when he runs the Detailed Listing report, it generates an extra line that reverses the entry. The line says “2015-/P8 Details missing”. If he closes the GL and re-opens it, the extra line is gone.
“View Transactions” does not show the extra line, just the Detailed Listing. This also doesn’t happen every time, and I wasn’t able to duplicate it on my computer. The data integrity check is fine, too. What is creating this line item?

Answer:  If someone has Financial Reporter open while transactions are being posted in Ledger, the Detail Listing will show this detail until Financial Reporter is closed.
Reallocation Accounts
Question: I have quite a number of Reallocation Accounts, some of which haven’t been used for a while. Is there a way to print out a listing of all accounts that have been set up as Reallocation Accounts?
Answer: Yes, you can use Export ( Account Reallocations ) to get a listing of all accounts set up as Reallocation Accounts. You will find it under File > Export > Account Reallocations. Alternatively, you can create a Filter on GL Accounts where “Auto Reallocation” = “Yes”.
Copying Archived Batches
Question: I recently upgraded my GL 9.2A and am now unable to copy my archived batches to current batches, which I normally do on a monthly basis. The batches copy back into the archived batches folder instead. What am I doing wrong?
Answer: When you are copying the batch, have a look at the section of the dialogue box titled “Batch type”. Choose “Current” (or “Next Year” if a new year is open) rather than “Archive”.

Common Adagio Receivables Questions

by | Receivables

Refund from Receivables
Question: I have a customer who overpaid an invoice and I would like to issue them a refund. Is there an easy way to do this? Can I create a check from Receivables? Or import the amount owing into Payables?

Answer: Reasonably current versions of Adagio Receivables support using a Write-off batch to send net credit amounts to Adagio Payables as a manual check batch, to allow printing a check for a customer. To do this, you have to set up the customer with an associated vendor code from Adagio Payables, then use the Write Off batch function to generate an Adjustment batch for that customer, and choose the option to send to Payables.
There is a ShowMeHow training video on how to use Write Off batches in Adagio Receivables, including the sending of customer credit balances to Payables. You can find it here:http://softrak.com/video.php?id=90.
Overpayment in Receivables
Question: I have a client that made an overpayment and just wants it applied to future invoices. How do I enter it now in Receivables? And how do I apply the overpayment in Receivables when the new invoice is generated?
Answer: Enter the cash but leave it unapplied, unless you know in advance the invoice numbers you will be applying it to. If you know invoice numbers, you can apply the cash to the invoices, even though they don’t appear on the list, by clicking on a blank row below the last detail and entering the invoice number manually.
To match unapplied cash against open invoices, enter a $0 check. It’s easiest if you start by selecting the unapplied cash, and after that the invoices. Once the total unapplied amount is zero again, save the transaction and post it.
Reversing Payments In AR

Question: Is there an easy way to reverse payments that have been posted in Accounts Receivable?

Answer: If you have BankRec, you can NSF the deposit and everything will flow back through Receivables and the invoices will be re-instated.
If you do not have BankRec, you will need to do a batch of negative dollar cash receipts to reverse the incorrect deposit.
Changing Print To File Type
Question: How do I print the aged trial balance in Receivables to an Excel file? I’ve tried and it goes to a Word file.
Answer: You can change the type of file that you print to in User Preferences > Report Options.