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    Incorrect batch number was changed on a grant, but Accounts Payable reports still have the old batch number
    • 24 Jan 2023
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    Incorrect batch number was changed on a grant, but Accounts Payable reports still have the old batch number

    • Updated on 24 Jan 2023
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    Article summary

    After entering grants with a batch number, posting them to AP and paying them, the batch number was changed on the grant record in the Grants module. When reporting in Accounts Payable, the new batch number is used as a selection, but the items aren't found. The old batch number does find them.

    Answer:

    This is due to the check already being paid when the batch number was changed. Those changes will not flow through to the check register report the batch number would need to be changed prior to the check being paid.

    To resolve this issue, two items need to be completed:

    1. Change the batch number on the historical voucher in the AP module, the batch number field is editable. If you have a lot of vouchers that need to be changed to the same new batch number then do the following:

    Run this in your TEST database first to be sure the results are correct, you may need to copy live to test to get current data:
    • Go to Tools\System Utilities\Admin Utilities\Global Change Program.
    • Select the 'apheaderhis' table
    • Change the old value to the incorrect batch number and the new value is what you would like it to be.

    2. You will now need to change the payment records so that the check register is updated:
     
    • Go to Tools\System Utilities\Admin Utilities\Global Change Program.
    • Select the 'APPay' table
    • Change the old value to the incorrect batch number and the new value is what you would like it to be.

    Now the check register report will have the new batch number on it for those items.

    Steps To Duplicate

    1. Create or import grants with batch number
    2. Post these grants to AP
    3. Pay the vouchers
    4. Go back to Grants module and change the batch number
    5. Attempt to run a check register (AP > Reports > Check Register) using the corrected batch as a selection
    6. Items are not found unless the old batch number is used.


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