Aftering updating AP module, we now receive an error when entering ap invoices if an account does not exist. Is there a way to disable this? We don't want to have to go into the general ledger each time a new account has to be added. Thanks

Hi Vikie,

Why don't the accounts exist? We've removed the Options | Verify fields because of the number of complaints about people entering accounts that don't exist and the resulting transactions failing to post in Ledger. We now verify all the accounts being entered against the g/l chart of accounts.

Please tell us why this change is a mistake.

I agree with Andrew. I think this is a wonderful feature!

We have new accounts to enter all the time. If someone is entering AP invoices and the account does not exist, they have to go into the GL (which is being used by another user) and enter the account. The other user must exit so this can be completed. (We do not have a Lanpak for multi-users nor do we want it). This is NOT efficient for us. Is there a way I can uninstall the update and go back to the older version of AP?

Hi Vickie,

If you don't want the accounts validated, then you can move the general ledger data into another subdirectory. Make sure when you do this that you make any changes to your backup procedures that are necessary. Also, you will now have to explicitly look for the general ledger transactions when you select the "retrieve" function, and the finder for the accounts will not be available in Adagio Payables.

Are you really adding new accounts (which would probably brak your fincial statements, or are you simply coding an expense to an account-department pair that does not exist (although the account itself does exist)?

Hi Vickie

You won't convince Softrak to change the feature back if the only reason the new feature doesn't work for you is that you don't use or want any Lanpaks. The benefit of the change is so great and the pain to you is self-inflicted.

Steve

We are simply coding an expense to an account-department pair that does not exist (the account does exist).

Two of my clients have found that this feature makes the AP module fail to work as part of their accounting process. One case is outlined in this thread.

In the other, they need to change the department only when coding expenses (the account-dept pairs exist in Ledger).

As valuable as the validation is, clearly this is a case where "one size does not fit all" and it should be made optional. For the users adversely affected, that should happen with a service pack as quickly as possible.

Hello Vickie (and others),

We released a HotFix to Adagio Payables today incorporates a company profile option that controls how accounts should be validated. I hope this addresses your concerns.

Hot Fixes are available through your Adagio Consultant).

Thanks for your patience.

Thank you Andrew (and Michael):

I have installed the hot fix at both locations, and they are once again happy Adagio users.

How did they decide to validate the account numbers?

They both selected "None."

Wow - I think that's crazy! Why not at least force the account number to exist and let them enter a new department?

Because sometimes the AP clerk clear needs to add a new expense account as well.

In one case, the Ledger is handled in another location entirely (with GL batches taken over by USB drive monthly), so there is a copy -- not always fully up to date -- of the GL data on the AP system just for looking up account codes. The people working Ledger and Payables simply co-ordinate the addition by telephone.

In the other case, a process is in place for the AP clerk to advise the person handling the GL when an account is added, (and, of course, such accounts would be flagged when she prints -- or previews -- a batch prior to posting in Ledger).

In other words, they have accounting processes in place that work for them. Adagio is a very important part of the process, but not the whole process, and needs to work within the parameters they have established.