End of month recon out of balance

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21

Jeannie and Glenda,

Engineers have tested effecting updates on the affected objects that have cancel actions on them that require engineer level action to correct the user errors that have occurred in production environment. The tests have updated as expected to correct the current situation in Test environment and will now be effected in Production, leaving both Voucher and DR Memo available for an AP Payment/Check to close out Great Plains Mfg Voucher and show in Acct Reconcile #14.
We will update you when engineers have completed these changes in production so that you all can proceed.

Best,

CETEC ERP Customer Support

22

Jeannie and Glenda,

Engineers have unlinked Voucher 794 from AP Pmt 606, which now has zero value, and does not appear on Bank Account Reconcile #14. Debit Memo 8 still appears as Open in the AP Pmt 606 screen, but is not included on now zero value AP Pmt 606.

So both Voucher 794 and Debit Memo 8 are now available to include on a new AP Pmt and Check, and, once those are completed, will appear to check reconcile box on Account Reconcile #14 to complete that bank account reconcile and close.

A note regarding the Check Register: the Open Check list is only listing AP Pmt Checks that have been created but perhaps have not been printed or PDF saved. If there are checks in the Open Check list that you no longer need reminder to print or save PDF, just click the Mark as Cleared button to change the status to Closed so they won’t appear in the Open listing anymore. Mark as Cleared has no effect whatsoever on Bank Account Reconcile listing as to checking a reconcile back. Mark as Cleared action is only to remove the AP Pmt Check from the Open Check listing.

Let us know if you all need anything else on this issue.

Best,

CETEC ERP Customer Support

23

I selected the A/P Details report and the “total” agrees with the Balance Sheet account for open vendor balance. Open Debit Memos are included. However, this page indicates this report is being deprecated and replaced by a new A/P Aging Summary. When I run the A/P Aging Summary report, I do not see the open Debit Memo, therefore it would appear vendor payable is out of balance. Is it expected that we run both the A/P Aging Summary report and the open Debit Memo report in order to audit open vendor balances?

24

Glenda and Jeannie,

Yes, the AP Details report will deprecate but the AP Summary report, with Expand all Details box checked, will still display all the details for all Vendors, or with filter set to any one Vendor. In running both AP reports through 2026-03-10, they both agree in displaying Debit Memo 8, but on 2026-03-11 they differ by the now Open Debit Memo 8 only. We advise using the AP Summary going forward but certainly save the AP Details report as well for documentation regarding this one particular issue in March 2026 and perhaps for June & July month ends as well, with the issue fully resolving as of 2026-08-31. Further details as to the path forward below.

The reason why the two aging reports differ in displaying the Debit Memo 8 is due to this activity on two different AP Payments paying Voucher 794 and including Debit Memo 8:

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AP aging report apparently is affected by Debit Memo 8 remaining affected (though is status Open) in the resulting ledger impact regarding the many Reversal action dates, for which there are dates in July 2026 and August 2026 that cause the Make and Cancel entries to not line up with the original entries in March 2026, some of the user make/cancel/make/cancel activity still occurring during the time CETEC support was trying to resolve the issue:

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The ledger activity date conflicts that were created are due to multiple, repetitive user action errors, not CETEC system error. The ledger activity date conflicts do fully resolve as of 2026-08-31, and engineers have made the Debit Memo 8 & Voucher 794 open and available to create new AP Payment with both included on an expected March 31, 2026 posting date. The stray Cancel ledger entries on dates in July and August 2026 have been effectively rendered inaccessible to correct by ongoing user action activity, and so must resolve with time as of 2026-08-31.

If the new AP Pmt to pay Voucher 794/DR Memo 8 is to have a date other than March 2026, then a small manual ledger entry at month end for March, adjusting for the Debit Memo amount through April, May, June and July 2026 may be needed to adjust the ledger to agree with the AP aging report as to the amount of 38.75 re: Debit Memo 8. It should be made reversing (with checkbox and date in manual ledger entry edit screen) on 1st of August 2026 when all ledger conflicts as a result of the many mis-dated Cancel AP Pmt entries then fully resolve.

We repeat here earlier recommendation that users refrain from using the Reverse Entry & Clear Entry buttons in the ledger edit screens to avoid similar situation in the future, unless users are specifically instructed to do so by CETEC Support to resolve an issue. Certainly let us know in this forum ticket email thread if the issues do not fully resolve as indicated, either with the added AP Payment in March 2026 or when the ledger conflicts fully resolve at end of August 2026.

Best,

CETEC ERP Customer Support

25

Thank you so much for helping us resolve this issue!

We first reached out to our Cetec sales representative and then posted on the forum. Since April 2026, we have worked through the instructions provided during several exchanges with your team. We appreciate the time and effort everyone put into helping us.

As the issue continued, there was a period when we weren’t sure of its status, so we started a new forum conversation with a different subject line to reconnect. We’re grateful for the follow-up and assistance that helped bring this to a resolution.

It will be wonderful to rerun our financial reports and provide our partners with accurate information for the year. Thank you again for your help and support!

Jeannie