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Evo-ERP and DBA Classic >> Payroll >> Dir Deposit Adds 2nd & 3rd Phantom Chks
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Message started by Rbuchanan on 09/13/05 at 14:17:25

Title: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by Rbuchanan on 09/13/05 at 14:17:25

Help! It's getting worse instead of better!!

Last week I started using the Direct Deposit flag in payroll to seperate out my direct deposits from my actual checks. Everything went swell until it was time to switch to my check stock. Then Evo told me it couldn't find employee "0" and crashed out of the printing routine. I reloaded it and it worked fine and didn't print the direct deposit advices sine they were done and updated on the first pass.

When I transferred liabilities to AP for the taxes, it appeared fine ultil I went to pay then and there was too much there. Upon examination and huntin, I found that Evo had entered the last check payment in the payroll file with a date of 00/00/00 and no check number (by looking at the employee history). All was well as I figured I could just reverse it and be done. Unfortunately, Evo came back with "Payroll History Record Was Not Found For This Date, Account And Check Number"! OK, simple enough, I just reversed the actual check listed with the appropriate date and check number. Not great as it sort of hoses my PR data file for this guy, but it got the job done and created negative balances to offset my next transfer to AP. I short paid the one already in AP and figured next weeks run would zero it out. That part actually worked this week.

Too bad it was off even farther this week. I got the same "Employee 0" error. re-ran a second time without problems, and transferred again. This time the amount was off worse than the week before. After hunting again I found the last actual check recipient had been posted with a phantom check again on 00/00/00 and no check number, but thin time there were two phantom entries for a total of three checks!

Right now I short paid the AP and am awaiting a solution as I can't simply reverse the actual check entry this time. That would only take care of one phantom check

Any ideas on how to correct the PR files? (guess I could put the date and check numbers in in maintain database, but that's pretty harsh!) How do I get new balances to transfer to AP and compensate for my short pays? Most importantly, how do I stop this from happening again?

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by David Waldmann on 09/14/05 at 03:33:59

I can't answer your question, nor entirely verify your problem. However, we have been having what may be a related event. When we go to print the Payroll Register we get the following message:

"Please note: XX Current Payroll records with and employee number of zero were found. These have been deleted to ensure proper operation."

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by Karen Mason on 09/14/05 at 08:04:13

We have been having similar problem as Rbuchanan, but not on direct deposit, on regular payroll checks. It is only on our semi-monthly salary. Hourly is okay and weekly salary is okay. For the past 3 months (since the 6/20/05 update actually).

No resolution has been found although we have tried several things. I was sent files to reinstall-did not take care of the issue.

Now, before posting the payroll, I delete out all of the extra entries in GL-P; I adjust quarterly & yearly employee figures; and go to maintain Database to delete the 2 extra check entries (so the bank account balances).

Next thing we are going to try is running the payroll on another computer to see if it has something to do with the computer. (We're grasping at straws here).

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by JNAPIER on 09/14/05 at 09:00:13

The only issue we have had with EVO payroll is if a check didn't print properly and you uncheck it, it still posts as printed. We just do payroll in DBA to be safe!

John

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by NovaZyg on 09/14/05 at 09:12:17

We are trying to fix this issue, but so far neither Lynn or myself have been able to duplicate it. If someone has a small database that can reprduce this error we would love to get a copy so we can correct it.

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by Karen Mason on 09/14/05 at 11:44:02

Update on running payroll:

We processed our semi-monthly payroll today (10 people). Used a different computer to process it-We'll call it computer B. Computer B did NOT generate the phantom checks. It did come up with a little box that asks Continue Printing: Continue Cancel. We hit cancel, the checks printed without error. No phantoms.

Also processed a weekly salaried payroll (2 people). That little box with "Continue Printing" did not come up.
It has never come up on Computer B for the weekly salaried payroll.

On Computer A: the one where most of the payrolls are run: The "Continue Printing" box comes up on the hourly/weekly payroll and the semi-monthly/salaried payroll. All have 10 or more people.

Computer A: generates the phantom checks on the salaried/semi-monthly payroll. Computer B does not generate them.

Allan/Lynn, How can we help you narrow down the problem?

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by Lynn Pantic on 09/14/05 at 15:00:09

What are any differences between the computers involved? Different operating systems? Printer Drivers? Since you are seeing or not seeing it on different computers looking at the same data would help explain why we couldn't make it happen even with data files provided by a customer who was havingthe problem.

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by Karen Mason on 09/15/05 at 04:14:51

The 2 computers are the same: bought & installed at the same time; same operating system; same verison of operating system.

Only difference is the printers.
Computer B: (the one that does not create the phantom checks) uses Lexmark Optra S1620 printer.

Computer A: (the one that prints phantoms only on the salaried/semi-monthly payroll) uses HP Deskjet 820Cse

Side note: The "continue Printing" box DID come up on Computer B(same as A) on the Semimonthly/salaried payroll. It did NOT come up on the Weekly/salaried payroll. On computer A, it comes up on both the Weekly/hourly payroll and the semimonthly/salaried payroll. Not sure if it comes up based on the number of checks being run or the type of payroll.

I would be more inclined to think the phantom check problem has something to do with semimonthly-salaried payrolls as those are the only ones creating the phantom check.

Rbuchanan, what type of payroll were you running when your phantom checks were created? What type of printer driver?

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by Rbuchanan on 09/16/05 at 03:48:17

Sorry to be away so long from my own thread, but work is swamping me!

I get the "Continue Printing" box about 4-5 times each week when I run payroll for 75+ employees. We have them setup in 9 divisions to handle differnt posting accounts and they all get run together. I pay weekly to both hourly and salaried people and that's it, no semi-monthly, monthly, etc.

I also run the DD and Check payrolls together, and I don't get the "Continue Printing" box when I do the 2nd check run for checks only. That time everything runs smoothly after the DDs are gone. (Remember that my program crashes out after printing the DDs so I have to make a 2nd printing pass to get the checks done!)

Lynn, I'd be happy to forward my data file for you to look at, but what files do you need? If it's all of them then I might not be your candidate as that's a sizable chunk of data to transfer.

Title: Re: Dir Deposit Adds 2nd &amp;amp; 3rd Pha
Post by Rbuchanan on 09/21/05 at 04:24:57

[glb]HELP!!!

Is anyone still out there?!?!?![/glb]

I just posted this weeks Payroll, and sure enough, the last check recipient has three postings of the same check. The first with a paydate and check number, then two more with "phantom" entries with no date and no chack number.

My A/P is getting out of hand since I have partially paid transfers waiting until I get the bogus entries off from last week, not my transfer this week is going to be bad too!

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by Rbuchanan on 09/22/05 at 03:34:23

OK, is there a prize for making the most posts to your own thread??

As a follow-on for anyone lurking out there, I found I can edit the BKPRHIST file to change the date of the phantom checks (I used the same one as the actual check run date) and the check number (again using something creative like adding a "B" to the actual check number!), then finally going back into Payroll and VOIDing the check through PR-G. I guess you could take it one step further and go back to edit BKPRHIST to delete the phantom lines, but as far as I can tell, everything ties out in PR.

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by Karen Mason on 09/22/05 at 06:46:34

I have had to use maintain database and delete the entries through BKGLCHK also. I could not get them out of my check register. Your way may get them out of the register, however, you might want to check for all the ones that posted prior.

Also, try different computers that may have different printers. As you see from my previous post, one computer has this problem, one computer does not. (We don't happen to run P/R on any of the other ones...so I don't know).

Title: Re: Dir Deposit Adds 2nd & 3rd Phantom Chks
Post by Rbuchanan on 09/22/05 at 08:10:49

I'll have to try the printers. My staff used to run PR on a different machine with no problems, but she also ran one run of direct deposits using a dummy check number, then went back in to run the actual checks on a seperate run with live check numbers. It seems to work fine when we run them seperate, but why should we have to?! And her method didn't get the "NOT A CHECK" stamp on it so she was doing that part manually. If I run two batches it seems to work on my machine too??!

Oh well, at least I know how to get it straightened out, and where to look for the problem.