Even with a well-organized Accounts Payable process, unusual situations can occur. This section outlines common problems and the recommended methods for resolving them.

Running a Single Vendor Payment

Normally, payments are processed by payment cycle rather than individually. However, there may be situations where a single vendor must be paid separately.

Method 1 — Temporary Payment Cycle

Steps

1.Open the Edit function

2.Locate the vendor account

3.Change the vendor’s Payment Cycle to a temporary code (example: X)

4.Open Write Checks

5.Enter the temporary cycle code (X)

6.Enter the processing date

7.Process the payment

8.Return to Edit and restore the original cycle

Best Practice

If a vendor regularly requires separate payment handling:

•Assign them a dedicated payment cycle permanently

Method 2 — Manual Payment Posting

You may also:

1.Open Post Transactions

2.Enter a Payment amount equal to the Balance Due

3.Apply the payment to the desired invoices

4.Process the transaction

Something Is Out of Balance

Sometimes the Accounts Payable balance summary does not match the Accounts Payable liability total in the General Ledger.

Most Likely Cause

A transaction exists in the transaction file that has not been properly attached to a vendor account or payment cycle.

How to Locate the Problem

Run the Transaction Report using a wide date range.

Example:

•01/01/1980 – 12/31/2099

This displays all transactions currently in the file.

Look for:

•Missing payment cycles

•Very old dates

•Accounts not closed for extended periods

Correcting the Problem

1.Assign the affected account to a valid payment cycle

2.Re-run the balance report

3.Process payments if needed

4.Close the payment cycle

5.Close any outdated accounts as well

If the Problem Persists

There may be file contamination in aaptrn.dbf.

Use dSalvage to test and repair the file.

A common cause is a stray end-of-file marker, which dSalvage can remove automatically.

Posting a Vendor Credit

To post a vendor credit:

•Enter a negative charge in the posting routine

MLS 2026 will automatically:

•Adjust Accounts Payable balances

•Update the General Ledger correctly

Correcting Posting Errors

The safest way to correct posting mistakes is through reversing entries.

Standard Correction Method

1.Enter a reversal transaction:

oSame information as the original

oAll amounts entered as negative values

2.Enter a new transaction with the correct information

If Payments Were Already Applied

If invoices have already been paid and cleared:

•A full reversal may no longer work properly

Instead:

•Post only the difference between:

oThe original entry

oThe correct amount

Writing a Single Check

To issue a single vendor payment:

1.Run a worksheet to determine the total amount due

2.Open Posting

3.Enter the payment amount

4.Select the invoices being paid

5.Process the payment and print the check

Year-End Closing

Accounts Payable does not require a special year-end closing procedure.

Payable balances continue normally into the next fiscal year.

Year-end financial reporting is handled through:

•Profit & Loss reports

•Balance Sheets

•General Ledger reporting

If Checks Jam or Print Incorrectly

After checks are processed, MLS 2026 asks whether the checks printed correctly.

If not:

•The system allows reprinting

•Follow the on-screen prompts carefully

Important Reminder

⚠️ Always verify printed checks before finalizing processing.

Once accounting entries are finalized:

•Corrections become more complicated

Best Practices

•Keep payment cycles organized

•Close periods regularly

•Review balances before processing checks

•Verify printed checks carefully

•Resolve out-of-balance conditions immediately

Special problems