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Select Cheques - some Employees not selected

  • 1.  Select Cheques - some Employees not selected

    SILVER CONTRIBUTOR
    Posted 27 days ago

    Hi all,

    A finance team member that processes employee expenses is having an issue with the Select Payables Cheques window.

    She sets up her batch and a filter to select those employees with Class ID EMPLOYEE.

    Her last 2 cheque runs have resulted in only one or two employees being selected when she clicks Build Batch, out of the 6 or 7 employees that have a current balance.

    I need some ideas for items to validate that might cause this issue.

    Thanks,
    Sharon



    ------------------------------
    Sharon Hine
    Great Plains Specialist
    CAA North & East Ontario
    Canada
    ------------------------------


  • 2.  RE: Select Cheques - some Employees not selected

    GPUG ALL STAR
    Posted 26 days ago
    Hi @Sharon Hine
    My first reaction would be to check if the Employee Class ID is correctly applied to all the employees .. if the select by "ClassID" doesn't return all the wanted employee, then there might be something improperly setup in the maintenance card..
    Also, does this company use Project Accounting for expenses ? ​

    ------------------------------
    Beat Bucher
    Business Analyst, Dynamics GP SME
    Montreal QC/Canada
    @GP_Beat http://www.gp-geek.com
    Montreal QC GPUG Chapter Leader
    MBS MVP (2015-2018)
    All-Star 2013
    ------------------------------



  • 3.  RE: Select Cheques - some Employees not selected

    SILVER CONTRIBUTOR
    Posted 26 days ago

    Hi @Beat Bucher

    Thanks for your response. Hope all is well with you!

    In the Edit Cheque Batch window it shows the other employees with the correct Class ID...they are simply not selected for payment. I checked each employee's Vendor Card today just to be sure. I was also checking whether they were set up for EFT or Cheque (because I know that matters).
    We do not use Project Accounting.​

    Any other ideas?

    Thanks,

    Sharon



    ------------------------------
    Sharon Hine
    Great Plains Specialist
    CAA North & East Ontario
    Canada
    ------------------------------



  • 4.  RE: Select Cheques - some Employees not selected

    TOP CONTRIBUTOR
    Posted 26 days ago
    Hi Sharon,

    Out of curiosity, are you able to process payments if you specify any of these employees that are not getting picked up?
    This might help isolate the issue...

    Also, would it be possible if you include a screenshot of the Build Payroll Checks window with the restrictions you are currently using?



    ------------------------------
    Ryan Galang
    BTP Technologies LLC
    Chantilly VA
    ------------------------------



  • 5.  RE: Select Cheques - some Employees not selected

    SILVER CONTRIBUTOR
    Posted 26 days ago

    Hi @Ryan Galang​,

    She is able to select those individual vendors and the amount will populate on the Edit Cheque Batch window. It is simply the automated selection that is failing for us.

    I will have to ask her to capture a screenshot next week if the issue arises again.

    Thanks,
    Sharon



    ------------------------------
    Sharon Hine
    Great Plains Specialist
    CAA North & East Ontario
    Canada
    ------------------------------



  • 6.  RE: Select Cheques - some Employees not selected

    TOP CONTRIBUTOR
    Posted 26 days ago
    @Sharon Hine

    The next thing I would look at is the open invoices themselves. Are the invoices or the Vendor are on hold​? Are the invoices actually due? Are there any credit memos recorded that are causing the vendor to have a negative net balance?

    Another thing to try is to do build without specifying the class, but perhaps build the check run one vendor (employee) at a time. Does this work?

    So many things that this could be. We have to eliminate the possibilities one-by-one.

    ------------------------------
    Barbara Gavron
    Atlantic Beach / Jacksonville FL
    904-536-0129
    ------------------------------



  • 7.  RE: Select Cheques - some Employees not selected

    SILVER CONTRIBUTOR
    Posted 26 days ago
    Hi @Barbara Gavron

    Nothing was restricting the selection of the vendors individually and paying the amounts due to the employees. They simply did not get auto-selected by the Build Batch functionality.  There were a few credit memos, but vendors with both positive and negative balances were omitted.

    Building without specifying a class will result in a huge batch of transactions that are not this employee's responsibility - this is what the classes are being used for. Is there another way I could recommend, instead of a class filter, to have these vendors selected?

    Cheers,
    Sharon​

    ------------------------------
    Sharon Hine
    Great Plains Specialist
    CAA North & East Ontario
    Canada
    ------------------------------



  • 8.  RE: Select Cheques - some Employees not selected

    SILVER CONTRIBUTOR
    Posted 26 days ago

    Thanks everyone for your ideas and suggestions so far! Please continue to make suggestions and I'll consider and validate each.

    I would hate for this employee to have to manually select; particularly if the list of employee expense reimbursement grows.

    Thanks,

    Sharon



    ------------------------------
    Sharon Hine
    Great Plains Specialist
    CAA North & East Ontario
    Canada
    ------------------------------



  • 9.  RE: Select Cheques - some Employees not selected

    SILVER CONTRIBUTOR
    Posted 19 days ago

    Hi all,

    Adding some screenshots because this happened again this week:

    As you can see...some of the employees with Class ID = EMPLOYEE were selected. I verified that they all have outstanding balances, on posted documents, dated today or earlier.

    Not sure what to investigate next.

    Thanks,
    Sharon



    ------------------------------
    Sharon Hine
    Great Plains Specialist
    CAA North & East Ontario
    Canada
    ------------------------------



  • 10.  RE: Select Cheques - some Employees not selected

    TOP CONTRIBUTOR
    Posted 19 days ago
    @Sharon Hine,

    When you are in the ​Edit Payables Cheque batch screen what happens if the user selects one of the EMPLOYEES who do not already have a checkmark beside them? Does that add them to the batch?

    ------------------------------
    Barbara Gavron
    Atlantic Beach / Jacksonville FL
    904-536-0129
    ------------------------------



  • 11.  RE: Select Cheques - some Employees not selected

    SILVER CONTRIBUTOR
    Posted 19 days ago

    Hi @Barbara Gavron,

    Yes...she can select them manually and it adds them to the batch. This seems to defeat the purpose of using the filter on the Select Cheques screen and she is frustrated by the extra steps.

    Cheers,

    Sharon​



    ------------------------------
    Sharon Hine
    Great Plains Specialist
    CAA North & East Ontario
    Canada
    ------------------------------



  • 12.  RE: Select Cheques - some Employees not selected

    Posted 19 days ago
    Hi Sharon

    Here a couple of other places to look into :
    -In the vendor cards for these employees it there a minimum payment in the option window ?
    -Do they have a valid remit to Address ID ?

    ------------------------------
    Pierre Deschenes
    Groupe Dynamite
    MONTREAL QC
    ------------------------------



  • 13.  RE: Select Cheques - some Employees not selected

    SILVER CONTRIBUTOR
    Posted 19 days ago

    Hi @Pierre Deschenes,

    The Minimum ​Payment setting is set to No Minimum.
    Remit To Address is set to PRIMARY and they all have their PRIMARY address filled in.

    Thanks for those suggestions.

    Cheers,
    Sharon



    ------------------------------
    Sharon Hine
    Great Plains Specialist
    CAA North & East Ontario
    Canada
    ------------------------------



  • 14.  RE: Select Cheques - some Employees not selected

    Posted 18 days ago

    @Sharon Hine

    Tossing other ideas :

    - Are you using the Payroll module ?
    - Are the expenses in the same currency as the payment batch ?
    - Does the remit to address ID on the expenses transactions are the same as the ones on the vendor cards ?
    - Go see in the table [PM00100] if you have a duplicate EMPLOYEE class or something similar (like a space at the end)
    - Try Utilities>>Reconcile on the Vendor Class



    ------------------------------
    Pierre Deschenes
    Groupe Dynamite
    MONTREAL QC
    ------------------------------



  • 15.  RE: Select Cheques - some Employees not selected

    TOP CONTRIBUTOR
    Posted 18 days ago
    Hi Sharon,

    Here's another set of ideas...

    1. See if the vendors get picked up via the Select Payables Checks window - with no restriction. For this one, you would want to do it on a TEST company*** with a copy of the live database. Let's see if they get picked up.

    *** Please refer to this:

    KB - Set up a test company that has a copy of live company data for Microsoft Dynamics GP by using Microsoft SQL Server
    https://support.microsoft.com/en-us/help/871973/set-up-a-test-company-that-has-a-copy-of-live-company-data-for-microso

    2. Can you creating a new  vendor class (identical to the original vendor class), assign the vendors that are not getting picked up, then try processing a check batch for them? You could probably do this in the TEST company too.

    ------------------------------
    Ryan Galang
    BTP Technologies LLC
    Chantilly VA
    ------------------------------



  • 16.  RE: Select Cheques - some Employees not selected

    TOP CONTRIBUTOR
    Posted 18 days ago
    @Sharon Hine,

    I second @Ryan Galang's suggestion of putting a couple of the vendors that are not getting selected in the process into a newly created class. Maybe call it EMPLOYEES2? Then, run select checks ​​for that class only to see what happens. If they DO get selected as expected, then move all of the vendors that haven't been selected to this new class and when she does her future select checks have her go from EMPLOYEES to EMPLOYEES2.

    You also might consider testing one vendor after the above is done. Take that one vendor and put it back into the original EMPLOYEE class. See if that triggers something to make GP select it going forward.


    ------------------------------
    Barbara Gavron
    Atlantic Beach / Jacksonville FL
    904-536-0129
    ------------------------------



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