One of the most common questions we see regarding Microsoft Dynamics SL is “Where did my AP Check Batch go?” This situation can manifest in many ways and has many disguises. The good news is, the Batch can be found!
After reading this, you will have the ability to recover a lost AP Payment Selection Batch.
The situation generally begins with a question similar to this:
“We are trying to complete our check run for the week. We had our AP invoices selected for payment but when we printed checks, there was an error … Now we cannot find the check batch to reprint the checks. What is going on? Why can’t we find this batch?”
Does this sound familiar to you? Below are four scenarios and solutions aimed at navigating these types of issues and solving the problem.
Scenario 1: Waiting in AP Check Update
Check to see if the Payment Selection Batch is waiting in AP Check Update. This is the most common hiding place. To confirm, open AP Check Update and hit F3 on the Batch Number. Look for the missing batch in the list. If it is there, was there a clean print of these checks? If they printed fine, then process a “Keep All.” If they were not successfully printed, then process a “Delete All,” then go back to the Checks report and print them again, this time around, being sure to keep them.
Scenario 2: Accidental “Delete All”
Another potential scenario is that the checks may have been printed, but the selected Vouchers are still on the Check Preview report as well as in Edit Select Documents for Payment. This likely indicates that a “Delete All” was accidentally processed via AP Check Update. Processing “Delete All” will roll the Payment Selection Batch back to an unprinted status. This is common with track wheel mice and multitasking. To correct this mishap, print the checks again to plain paper or PDF, then confirm that the numbers match the originals. Finally, process a “Keep All” for the batch.
Scenario 3: Hidden in Release AP Batches
Another common issue is that the checks may have been printed, but the batch does not show up in AP Check Update, Check Preview or Edit Select Documents for Payment. What’s more, the vouchers still show unpaid and checks are still not recorded to the Check Register. It’s likely that the Payment Selection batch is waiting in Release AP Batches. To find it, open Release AP Batches, select the batch and Release it. The checks should now show up on the Check Register and the Vouchers will show as paid.
Scenario 4: Accidentally Voided
Finally, another common scenario is that the AP Payment Selection Batch does not appear in any of the above denoted locations despite having printed the checks. Additionally, none of the Vouchers show as paid. It’s quite possible that the Check Numbers have been recorded to the Check Register as Void Checks (VC). This indicates “Void All” was accidentally processed via AP Check Update. “Void All” will void all the check numbers and reverse the entire payment selection. This is also a common issue when multi-tasking or a track wheel mouse is employed. To recover from this, redo the Selection and reissue the checks on new numbers, destroying the first set of printed, but voided checks. If they were already mailed, then record the check number cross references for future bank reconciliation efforts.
Mistakes happen, and sometimes AP Payment Selection Batches can end up in unexpected places. Use the above scenarios and solutions to empower yourself to handle AP Check processing like a pro.
If none of the above scenarios apply, or the suggested solutions just don’t resolve your specific situation, please reach out to our experienced ENAVATE Customer Care team for Dynamics SL for guidance and support!
About the Author
Paulette St George is a Senior Technical Professional, Customer Support, for Enavate Managed Services, a DXC Services Partner. She has more than 25 years of experience in back office technology with a primary focus in Microsoft Dynamics SL and related solutions. She has served as a solution architect and designer, as well as developer. Currently she functions as a Senior Technical Consultant for ENAVATE by supporting Microsoft Dynamics, Microsoft SQL Server as well as varied Procurement solutions and Business Intelligence reporting technologies. She enjoys spending time cooking and creating healthy, clean and exciting meals, and spends much of her free time reading and researching many different topics of interest from Astronomy, Food Science and even Homeopathic Medicine. She lives in Southern California splitting her time between Orange County and Big Bear Mountain, enjoying the beautiful and varied weather SoCal has to offer.