Q: We have checks that were issued but have not yet been cashed. We want to have them resent. Should each of these checks be voided and new checks issued?
A: The best option for this scenario is to void the checks and reissue them. The checks can be voided by going to Accounting > A/P > Process Check > Edit in > Locate the Payment section > Click the "Trash" can icon to void. Once this is done for all checks, you will be able to reissue them.
Q: We are getting "The Fund on the Bank Account Differs from the 1st Line of the Invoice" on our message. What is causing this?
A: The message is just a warning. In this case, the expense distribution is for the reserve account, but the invoice is being paid from the operating account. You can do the invoice this way but if you produce a balance sheet by fund, it won't balance because they paid an invoice from a different fund.
Q: Is there anyway to change the due date when we enter a new invoice?
A: The "Due Date" Field is control by the "AP Terms" field on the Vendor. You can update the Terms on the Accounting > AP > AP Setup> Manage Vendor Term page to more closely align with the Dates you'd like.
Q: Our invoice appears to show the approval several times. Is this a bug?
A: If the invoice amount was changed after the invoice was approved, our system clears the previous approval when the amount is changed and proposes approval for the new amount.
Q: We changed our invoice approval rules for our association but some of the users are not able to re-rule the invoice. What may be causing this?
A: Please also ensure the Administration > Manage Profile Permissions for the AP > Manage Invoice (Pencil icon) are allowed for Invoice Re-Ruling:
Q: Our Invoices are showing the incorrect due day. Where is this pulling from and how can we fix it?
A: The due date for invoices depends on the "Vendor Terms settings". The Vendor Term settings are located on the Accounting > AP > AP Setup page.
Q: We have a fulfillment check we need to make a correction on. How can this be completed?
A: The system doesn’t allow the same check to be added to multiple batches once it has been used. This safeguard is in place to prevent duplicates from being sent out. For this check, you have two options: you can either send it manually without using the LetterStream service, or recreate it with a new check number.