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AP Vendor Remittances Sent to Wrong E-mail

  • 1.  AP Vendor Remittances Sent to Wrong E-mail

    Posted Jun 18, 2021 07:05 PM

    We are experiencing a very strange issue where some of our vendor remittances are being sent to the wrong e-mail address. I've gone back and forth and around in trying to figure out what is causing this issue. It's not consistently the same vendors or the same GP companies, which makes troubleshooting near impossible.

    As an example, today an ACH payment was sent to vendor A and a remittance was created for that payment. The remittance was saved to the local system folder but under a different vendor name and payment number. When the remittance was e-mailed it was sent to vendor B, not A. Vendor B didn't have an e-mail address setup in that GP company. However, an e-mail address existed for them in a different GP company. I checked SY04910 in the GP DB where the payment for vendor A was originated and all of the information was correct.

    So, somehow when the remittance PDF was generated it got associated to the wrong vendor. Our AP Specialist was at home logged into GP on a RD using our VPN.

    Has anyone else come across this issue and solved it?

    Thanks!



    ------------------------------
    Alan Strutz
    Divisional Controller
    Sugar Mountain Food Brands
    Seattle WA
    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: AP Vendor Remittances Sent to Wrong E-mail

    GPUG ALL STAR
    Posted Jun 21, 2021 05:19 PM
    Hi Alan,

    "The remittance was saved to the local system folder but under a different vendor name and payment number. When the remittance was e-mailed it was sent to vendor B, not A"

    I was wondering how this remittance was sent out? because usually when you e-mail that directly out of GP, there is no intermediate file saving as far as I remember... it gets mailed straight out of GP, unless someone prints them first to a folder and then picks them up to e-mail them, but then this is no longer a GP built-in process..
    When you say "local system folder", do you mean the %TEMP% folder under the %userprofile%  in Windows ? 


    ------------------------------
    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
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jun 21, 2021 06:35 PM
    Hi Beat,

    What I'm looking at is the file path that is referenced in the filename for the attached remittance on the outgoing e-mail. I've included a screenshot for reference below. When I navigate to that folder, there are couple of remittances saved there, not a full record of everything sent out.


    I should also mention that we use Mekorma and have been for a long time. This issue only popped up after we upgraded to GP2018 and moved to a full Remote Desktop client last fall. If there's another way to automate the sending of these remittances I'd be open to exploring that, but I was under the impression that GP's built-in e-mailing was the only way to accomplish this.

    Thanks!

    ------------------------------
    Alan Strutz
    Divisional Controller
    Sugar Mountain Food Brands
    Seattle WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: AP Vendor Remittances Sent to Wrong E-mail

    GPUG ALL STAR
    Posted Jun 22, 2021 09:48 AM
    Hi Alan,
    You didn't mention the use of Mekorma in the initial post and that changes quite a few things.. Natively GP doesn't save any file for EFT remittances, unless you print them out. When using Word Templates, you can select whether GP sends those in PDF, DOCX or XPS format. Mekorma allows you to specify a location where those EFT remittance reports will be saved in the case they can't be e-mailed out.. This is what I found in the documentation of MICR below.
    I'd make sure you have the latest build of Mekorma installed (build .83 if not mistaken) as there have been a few updates with the latest GP releases by Mekorma.
    If you're still experiencing issues with the Remittance emailing, I'd contact the Mekorma support which usually is very responsive and helpful.
    Hope that helps.


    ------------------------------
    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
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jun 22, 2021 11:41 AM
    Yes, I should have mentioned that in my original post. I will look into updating Mekorma, as I think we are a version behind. We had this issue when we upgraded last fall and the latest version of Mekorma was installed at that time, so I'm not going hold my breath that an updated version of Mekorma will fix our problem.

    Mekorma support is awesome and I have asked them about this issue before. They weren't able to provide any additional details and from the testing we did, their response was that it looks like a GP issue.

    Thanks for the help. I'm going to keep exploring and see what I can find out.

    ------------------------------
    Alan Strutz
    Divisional Controller
    Sugar Mountain Food Brands
    Seattle WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jun 22, 2021 10:32 AM
    Edited by Danyell Maloney Jun 22, 2021 10:39 AM
    We have a customer with a similar issue.
    They are using other 3rd Party Products, but not Mekorma specifically.

    We are using Intellego & CinchX (Our Cultura Products),  GP, Rockton (auditor, toolbox, smartfill), eOne (smartlist builder, smartview, smartconnect), PaperSave, and GP Power Tools

    ------------------------------
    Danyell Maloney
    Implementation Specialist/Tech Support Consultant
    Cultura Technologies
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jun 22, 2021 11:45 AM
    Interesting! Have you come up with a solution?

    We have Rockton Toolbox and Smartfill and eOne SmartConnect. I don't think the issue is specific to Mekorma. I've even wondered if it has something to do with our user's connection to the TS or some strange issue with permissions or machine access.

    ------------------------------
    Alan Strutz
    Divisional Controller
    Sugar Mountain Food Brands
    Seattle WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 8.  RE: AP Vendor Remittances Sent to Wrong E-mail

    GPUG ALL STAR
    Posted Jun 22, 2021 11:58 AM
    Alan,
    In light of what Danyell reported, I'd be tempted to say that the problem is related to the 3rd-party solutions..
    Could you do some testing by using an alternate DYNAMICS.SET launch file where 3rd-party software would be excluded and see if sending EFT Remittances works ? Make also sure that all your vendors are setup properly with a valid e-mail address.
    Go thru the checklist to make sure nothing is missing: https://docs.microsoft.com/en-us/previous-versions/troubleshoot/dynamics/gp/email-pm-eft-remittances-steps
    https://support.microsoft.com/en-us/topic/quick-step-guide-to-e-mail-pm-eft-remittances-in-microsoft-dynamics-gp-2015-gp-2016-5fb82cbf-b7b9-c41c-e2e5-48ca3838dbfa
    The later KB article mentions also specific settings when Mekorma is used..
    And see if that helps as well: https://www.gpug.com/blogs/jim-bertler/2017/03/27/emailing-eft-remittance-in-microsoft-dynamics-gp




    ------------------------------
    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
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 9.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jun 23, 2021 12:29 PM
    Beat, the only item that sticks out from the information in those articles is that we have our e-mail setting set to MAPI with O365 instead of Exchange. I think there was a reason for this, but I can't remember off the top of my head. Also, I thought I heard somewhere that Exchange doesn't allow you to send out PDFs, but maybe that's an old wives tale.

    I don't time at the moment to run a full test, but if we don't find a solution soon, I'll take some time and setup a full test run.

    Thanks.

    ------------------------------
    Alan Strutz
    Divisional Controller
    Sugar Mountain Food Brands
    Seattle WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 10.  RE: AP Vendor Remittances Sent to Wrong E-mail

    GPUG ALL STAR
    Posted Jun 23, 2021 01:11 PM
    Alan,
    in regards of the latest replies from Joe, I'd definitely exclude the problem being at the Outlook or Exchange side, since you covered all the settings to make sure nothing is missing.. And I doubt that once the e-mail was sent out there is any mix-up happening after it left GP.
    PDF has always been supported in both Exchange & MAPI mode since e-mailing was introduced to GP.. no limitation on this side :-), as it's a format that is natively supported by Word Templates in GP.
    It's likely that your bug is somewhere between the time GP generates the remittance records for e-mailing and the time it gets mailed out. I've never seen this happening in a "pure" GP setup, so likely the problem was related to 3rd-party products that are involved in the process.

    ------------------------------
    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
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 11.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jul 01, 2021 02:54 PM

    Hi Beat, sorry the delayed response. We have an odd fiscal calendar and I had to take a few days and focus on closing out our period and preparing financials. I did run another test with our AP Specialist and reached out to Mekorma for their help. They had a couple of suggestions but neither of them worked for us. We were able to confirm that remittances in one GP Company were being sent to vendors from a different GP company based on the order that the remittances were processed in the EFT batch for that day. So, the first remittance in the batch from GP Company A​ was being sent to the vendor for the first remittance in the batch from GP Company B.

    We also tried having me processes the EFT batch and send out the remittances, which actually worked just fine. Then when our AP Specialist processed a batch after me it worked just fine, too. However, when she tried another batch, the second in a row, we ran into the issue again. This makes me think there's something happening during the processing of these remittances that carry's over into the next GP company when it's the same user. I've submitted this information to Mekorma and am waiting to hear back from them.



    ------------------------------
    Alan Strutz
    Divisional Controller
    Sugar Mountain Food Brands
    Seattle WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 12.  RE: AP Vendor Remittances Sent to Wrong E-mail

    GPUG ALL STAR
    Posted Jul 01, 2021 03:12 PM
    Thanks Alan for getting back with more findings.
    This is actually very interesting and I was wondering if you had a chance to run a DEXSQL trace while this is occuring ? if you have GP Power Tools, this is easy to start within GP just before processing the batch..
    At the same time, I'd run a SQL trace from the back-end to check what's happening under that GP/SQL user account..
    Was the use switching companies between the 2 batches ?

    ------------------------------
    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
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 13.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jul 02, 2021 06:00 PM
    I have not done any tracing. I've heard of GP Power Tools but never really looked into them. Looks like I can do a 30 day free trial, which works great for trying to solve this. I'll explore that next week. We are meeting with Mekorma to troubleshoot, so it'd be a good time to do a trace.

    On that note, how do you do the SQL trace that you reference? I understand the concept but have never done one myself.

    Yes, she was switching between GP companies between the 2 batches.

    Thanks!

    ------------------------------
    Alan Strutz
    Divisional Controller
    Sugar Mountain Food Brands
    Seattle WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 14.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jun 22, 2021 01:00 PM
    We have not found the cause or solution. Our team has not been able to replicate in our Test environment.

    Our customer has stopped Testing and use of email because it sent financial information to the wrong vendor creating a huge problem for them.

    I only have one customer reporting this issue, and many of them are using the same products. We originally thought the issue was with a Cultura product (Intellego), but have gone through our code and cannot find anything. Since you are not using Cultura products, I am guessing its not our product.

    ------------------------------
    Danyell Maloney
    Implementation Specialist/Tech Support Consultant
    Cultura Technologies
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 15.  RE: AP Vendor Remittances Sent to Wrong E-mail

    SILVER CONTRIBUTOR
    Posted Jun 23, 2021 10:44 AM
    We have had this happen multiple times and it's due to a record being hung up in the Intellego temp table that builds records of emails being sent as you are going through the payment/remittance posting process. A record gets hung up, and every remittance after that is "off by one" meaning the remittance for vendor A gets sent to vendor B, the remittance for vendor B gets sent to vendor C, etc. If Mekorma has similar SQL functionality, I'd look at their tables to see if there's a record hung up somewhere. Our GP partner was able to provide a workaround which completely resolves the issue (and saves us time during the posting process!). I'm not exactly sure how the workaround works but if you are able to identify your issue is also caused by a hung-up record in a third-party table, please let me know and I can ask for the workaround steps, as maybe they would work for you as well. Good luck!

    ------------------------------
    Joe Scheidecker
    Accounting Manager
    Guardian Energy
    Hankinson ND
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 16.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jun 23, 2021 12:32 PM
    Hi Joe!

    In a lot of ways, what you describe makes a lot of sense. Our situation is not a clean as the remittance being sent to the next vendor but it could just be that we have a lot of stuck records. Would you mind sending over that workaround? I'd like to take a look at what was created and compare it to our situation.

    Thanks!

    ------------------------------
    Alan Strutz
    Divisional Controller
    Sugar Mountain Food Brands
    Seattle WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 17.  RE: AP Vendor Remittances Sent to Wrong E-mail

    SILVER CONTRIBUTOR
    Posted Jun 29, 2021 08:15 AM
    Hi Alan,
    Sorry for the delayed reply here. I have our workaround instructions; they involve a custom SmartList and macro that our partner developed, pretty specific to our situation as it is based in Intellego modules, not out-of-the-box GP. Not sure how helpful it would be after reviewing it, and given it was developed by our partner I'd like to reach out to the developer to see if they are comfortable sharing it before I send anything on. If you'd still like to see it let me know and I'll ask if they are ok sharing it. Thanks.

    ------------------------------
    Joe Scheidecker
    Accounting Manager
    Guardian Energy
    Hankinson ND
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 18.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jul 01, 2021 02:56 PM
    Joe, could you give me a sense of what information or fields the workaround is utilizing? I get that it's custom work for you guys and probably not relevant to our setup, but maybe the logic behind what they created has some value for us. I don't need super detailed information, just a general idea of what it does. Thanks!

    ------------------------------
    Alan Strutz
    Divisional Controller
    Sugar Mountain Food Brands
    Seattle WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 19.  RE: AP Vendor Remittances Sent to Wrong E-mail

    Posted Jul 16, 2021 05:30 PM
    Wanted to post an update on this issue. We contacted Mekorma and they were as stumped by this problem as everyone else has been. In order to rule out variables, we upgraded to the latest version of Mekorma and ran some additional tests. Today myself and our AP Specialist took turns sending out remittances from different GP companies and both of us ran into the same issue, so the version of Mekorma was not the issue. However, this only occurred when we switched GP companies without logging out of GP. Something is getting cleared when we log out of GP that allows the next company's remittances to be sent to the correct vendor.

    Not sure if anyone out there has come across this before, but I'm wondering if it has to do with our e-mail settings being setup under IMAP instead of Exchange. We are on O365 and I've heard that Exchange is the better option for this, but we were forced to go the IMAP route because we have 2FA and it was not allowing users to log into their e-mail account via Exchange in GP.

    In the meantime, our AP Specialist now knows to log out of GP between sending remittances and we'll be able to not have this issue occur going forward.

    ------------------------------
    Alan Strutz
    Divisional Controller
    Sugar Mountain Food Brands
    Seattle WA
    ------------------------------

    Academy - Online Interactive Learning from Experts


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