41783

Paid employee expenses show on Unpaid Expense Report

A paid expense report shows on Employee Payment Processing screen. On the Unpaid Employee Ledger, the expense displays and total nets to zero. Why and how can this be fixed?

Cause: 

Employee expense reports which have been paid, then unposted and posted again will cause this problem. To determine if this is the cause: 

1. Find the employee expense posting log that the expense is posted in. 
   • On the Unpaid Expense Report, note the expense date and amount and the project which it is going to. 
   • Run the project report called Expense Detail.
   • 1. In the report options, select a period of time which would include the date of the expense,
     2. Select to Report at Cost and include Columns for Fiscal Period and Posting Sequence.
     3. Filter the report by the project. Run the report which will show what period the expense was posted to and in which posting log sequence.
   • If the report is long, search the report for the amount of the expense. 
2. Find the employee payment posting log that the expenses are paid in. 
   • Look at Employee Ledger to find the Bank, Payment Date and Payment Number used to pay the expense.
   • In Accounting > Payment Review, enter this information to bring up the payment.
   • Once the payment shows in the grid, click on the Payment Number which is a hyperlink and the posting log that the payment was posted in will come up. 
3. Compare the posting date (and time if necessary) of the Expenses to the posting date of the Payments to determine if the posted date of the expenses is after the posted payments.
   • If this is true, then the expenses were paid, unposted and then re-posted. When this happens the link between the expense and the payment is broken. 
4. Additionally, any Transaction Type = EX showing on the Posting Review Report (in Transaction Entry) that has an X in the Removed column, could potentially be the unposted expenses.
   • If a removed EX Transaction Type is found, a corresponding AL Transaction will be created which shows when the Expense Report posting was unposted. This may also give clues as to the steps taken which caused this issue. Once a posting log is removed, it cannot be opened. 

Resolution: 

To remove the paid expense report from the Unpaid Expense Report and Employee Payment Processing screen, do the following: 

• Always make sure you have a backup of your database before running this utility.  If running the utility produces unexpected results, a backup of the database will need to be restored.  If a copy of the production database exists in a Sandbox environment, then testing can be done there first, if desired. 
• If database was converted to Vision from legacy Deltek products (FMS, Sema 4) do not run this utility. 

1. Make sure that the employee expense payment is uncleared on Accounting > Bank Reconciliation. 
2. Log into the period the original payment was posted and then void it on Accounting > Void Check. 
3. Reprocess the payment on Accounting > Employee Expenses > Payment Processing using the original payment date and payment number. 
   • The new payment does not need to be printed on check stock. 
4. Go back to Accounting > Bank Reconciliation and clear the reprocess payment.