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<< Click to Display Table of Contents >> Navigation: MLS 2026 Fully Integrated Accounting > Accounts Payable > Accounts Payable Troubleshooting Guide |
Even with a well-organized Accounts Payable workflow, problems can occur that require special handling. This section outlines the most common issues, their likely causes, and the recommended methods for resolving them.
👉 Use this guide whenever something “doesn’t look right.”
•A vendor must be paid outside the normal payment cycle
•Emergency or special handling is required
Payments are normally processed by payment cycle.
1.Open Edit
2.Locate the vendor account
3.Change the Payment Cycle to a temporary code (example: X)
4.Run Write Checks using cycle X
5.Process the payment
6.Restore the original cycle
1.Open Post Transactions
2.Enter the Payment amount
3.Apply payment to invoices
4.Process and print the check
If a vendor frequently requires special payment handling:
•Assign a dedicated payment cycle permanently
•A/P summary does not match the A/P liability account
•Totals appear incorrect
Transactions exist that:
•Are not tied to active accounts
•Do not have valid payment cycles
•Were never closed properly
1.Run Summary of A/P Transactions
Use a wide date range:
o01/01/1980 – 12/31/2099
2.Look for:
oMissing payment cycles
oExtremely old transactions
oAccounts not closed
3.Assign proper payment cycles
4.Re-run balances
5.Process payments if necessary
6.Close the payment cycle
Run dSalvage on:
•aaptrn.dbf
This often corrects:
•File contamination
•Stray end-of-file markers
•Vendor issued a credit memo
•An overcharge must be reversed
Enter a negative charge in the posting routine.
MLS 2026 will automatically:
•Reduce the payable balance
•Adjust the General Ledger properly
Always include:
•Vendor credit memo number
•Explanation in Notes
•Wrong amount entered
•Wrong G/L account used
•Incorrect invoice reference
•Incorrect date
Were payments already applied?
│
├── NO → Reverse original entry
│ (negative transaction)
│ then re-enter correctly
│
└── YES → Post the difference only
1.Enter a reversal transaction:
oSame information
oAll amounts negative
2.Enter the correct replacement transaction
•Vendor statement shows invoice not in system
•Balance appears lower than expected
•Invoice never entered
•Wrong vendor selected
•Posting not processed
1.Compare vendor statement to:
oWorksheet
oTransaction report
2.Enter missing invoice manually
3.Verify G/L accounts
4.Save and process the entry
•Vendor balance appears too high
•Same invoice number appears twice
Enter a reversing transaction:
•Same invoice reference
•Negative amount
Then verify:
•Correct remaining balance
•Correct aging totals
Always enter the vendor invoice number in Notes to help prevent duplicates.
•Printer jam
•Misaligned checks
•Incorrect printing
When prompted by MLS 2026:
•Indicate checks did NOT print correctly
The system allows:
•Reprinting checks
•Reprocessing the print run
⚠️ Verify printed checks before finalizing processing.
Once accounting entries are finalized, corrections become more complicated.
•Growing overdue balances
•Vendors requesting payment
•Credit restrictions beginning
•Review overdue reports weekly
•Contact vendors proactively
•Document all communication in Notes
•Prioritize critical suppliers
•Review cash flow planning
Vendors are usually more cooperative when:
•Communication is prompt
•Commitments are honored
•Problems are addressed early
•Wrong vendor shows payment
•Correct vendor still unpaid
1.Reverse the incorrect payment entry
2.Re-enter payment under correct vendor
3.Verify invoice application carefully before processing
•Old paid invoices still appear active
•Aging appears incorrect
•Worksheets become cluttered
1.Run Period Close for the affected cycle
2.Use the same:
oPayment cycle
oClosing date
used during payment processing
3.Verify balances after closing
•Vendor claims different balance
•Missing or extra invoices appear
1.Run:
oIndividual Vendor Report
oWorksheet for the cycle
2.Compare:
oDates
oInvoice numbers
oPayment amounts
3.Identify:
oMissing entries
oDuplicate postings
oTiming differences
4.Document findings in Notes
•Spread G/L entry rejected
•Transaction will not save
The distributed G/L amounts do not equal the Charge total.
Verify:
•Total of all Debit distributions
equals
•Charge amount entered on the posting screen
The transaction will process only when balanced.
•Post invoices promptly
•Process payment cycles consistently
•Close periods regularly
•Review aging weekly
•Document vendor communication carefully
•Verify checks before final processingEnter topic text here.