Frequently Asked Questions
Purchasing Software

Click on the question below to find the answer. 

  1. I was printing vendor checks and the printer messed up. How do I reprint my checks?
  2. I am trying to process vendor checks and I am getting a message: 98,99 Record Not Available. What can I do?
  3. I need a check listing for a vendor.  How can I get this?
  4. I went in and selected invoices to be processed and didn't process them right then.  Now I am going back in to process them and they aren't there.
  5. What entries are made to the GL for entering a PO and paying the invoice.
  6. How do I add a credit memo on a vendor?

 



I was printing my vendor checks and the printer messed up. How do I reprint my checks?

If you have not processed the payments to the GL, under the Invoice Payment Process menu you can go to the Payment menu option and choose "Restart Check Printing".  You can select the checks you need to reprint by choosing to reprint all checks, or from a starting point, or a range of checks.  Be sure to key in the correct beginning check number.

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I am trying to process vendor checks and I am getting a message: 98,99 Record Not Available. What can I do?

Someone else is probably in one of the vendor records that the system needs to access to process the step you are on.  You can have everyone go out to a login and try the step again.  This should clear the error, but if it does not, you may have to reboot the system.  If this does not resolve the problem, you will need to call LGDPC Phone Support.

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I need a check listing for a vendor.  How can I get this?

In the Purchasing menu, go to Vendor, Vendor Payments and do a look-up to select the vendor name for the beginning name and also for the ending name.  This will give you the checks paid to the vendor you selected.

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I went in and selected invoices to be processed and didn't process them right then.  Now I am going back in to process them and they aren't there.

You need to check the login.  When you select invoices for processing it puts them under the login you are working under at that time and these invoices can't be processed under any other login unless they are deselected from that login first.

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What entries are made to the GL for entering a PO and paying the invoice.

Enter PO:

Makes an EC entry and Debits the line item from the PO

Pay Invoice:

Makes a PO entry and Credits the line item for full amount to liquidate. (may be more than the check amount if you are liquidating the whole PO, but not "spending" the whole amount encumbered on the PO.)

Check Entry:

CD entry and Credits Cash and Debits the line item for amount paid on the invoice

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How do I add a credit memo on a vendor?

Under the Purchasing Menu, go to Invoice, Credit Memos, Credit Memo Maint.. You will need to put in the vendor number (or do a lookup for the vendor) and you can select an invoice that is already paid to add the credit memo to or you can enter through the invoice number and just key in the credit memo amount under the "Credit Amount" field - either way the system processes it the same.  When you go to pay an invoice on this particular vendor, a flag will come up saying that you have a credit memo, do you wish to apply? It will come up on the very first invoice that it finds for this vendor. 

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