Articles
Accounts Payable Out of Balance - SedonaOffice
A step-by-step audit of discrepancies between the AR Aging reports and the AR GL Register. This article assumes the report and GL have already been reviewed from the front end to confirm the discrepancy and search for any obvious causes. The front-...
Adjusting AP Check Margins in SedonaOffice
To adjust the margins on the Accounts Payable Checks
Accounts Payable Module
Under Accounts Payable select Print Checks.
When the Print Checks screen pops up, select the correct Bank Account for the checks that need to be adjusted.
O...
AP Credit Card Payments Made in Error
When you pay a bill via credit card a credit gets auto created on the original vendor and auto applied to that bill. The bill on the original vendor is therefore paid and closed. A new bill then gets opened for the same amount on the credit card ven...
AP – Vendor SSN Greyed Out in SedonaOffice
AP – Vendor SSN Greyed Out
Vendors can have a Social Security Number listed since some Vendors might be contractors that you need to send tax forms. If a user needs access to this SSN and it is obfuscated, there is a permission that controls se...
Check Layouts in SedonaOffice
Question:
A common question from our customers is how to adjust their check layouts. For example, one question received is “How to I move my amount field up on the check?”
Answer:
In most cases, adjusting the margins of the check layo...
Credit Card Vendors in SedonaOffice
To pay Vendor Bills using a Credit Card you will need to create a new Vendor and then a GL Account for that Vendor.
Accounts Payable
Under Accounts Payable select Vendors.
Select New Vendor.
...
Bills Single Expense Line in SedonaOffice
In the middle of the new bill screen is a checkbox titled Single Expense Line. This checkbox saves your selection and will default in as checked or unchecked based on the setting you choose on the last bill you saved.
When checked,...
Can't Close a Receipt as 'No Bill Expected' in SedonaOffice
Description of Issue:
When trying to close a receipt with no bill expected, it's possible to receive the below error message.
Fixes:
If you receive this message, it's likely there is no write-off account listed in S...
Removing an Unwanted Customer Credit Memo in SedonaOffice
To Delete a Credit Memo that has not been applied to an invoice, follow these steps.
Double-click on the Credit Memo.
The Credit Memo form will open up. Select the Red “Delete” icon.
A Pop-up Message will appear – “Are you sur...
SedonaOffice Accounts Payable Check Forms
SedonaOffice has three AP Check Forms to select from that include the check itself and two payment stubs.
Sedona Setup
In SedonaSetup under AR select “Banks”.
Select the correct Bank Account.
The Bank Account will have a “N” under Cus...
How to Mark/Unmark the "Do not show this again" box in Print Purchase Orders Printing Preferences Window
Issue:
We have a user that tagged the box on the printing preferences to “do not show this again” and now they need to make a change but not sure how to bring that printer preferences box back. Do you know the trick?
Reso...
Correcting Error 3265 Item Cannot be Found in the Collection Accessing Vendor Documents in SedonaOffice
Description of Issue:
When attempting to open documents or add documents to Any Vendor records or transactions an error is returned.
How can this be corrected?
Resolution:
This error can be caus...
Direct Expense All Jobs and Tickets
If a customer cannot create a PO that is set to receive parts to the warehouse, it may be because they have the ‘Direct Expense All Jobs and Tickets’ option selected in the setup tables. When this option is checked, and a job or ticket number is...
How to Add GL Accounts/Parts to Vendor for Purchase Orders
If you wish to restrict which GL accounts and Parts are allowed to be used on a specific vendor, you can do this in the vendor edit on the GL and Parts tabs respectively.
Once any items have been added to the GL tab, only the items listed...
How to Enter Separate Posting Date for Bills and Credits
Sedona Office has an option that allows a Vendor Bill or Credit to be posted to the General Ledger that is different than the Vendor Bill Date.
SedonaSetup
To turn this feature on, Go to SedonaSetup – Accounts Payable – AP Set...
How to Make Branch Field Live in Purchase Orders
Description of Issue:
The customer was having difficulty with getting the branch to default properly.
When creating a Purchase Order in SedonaOffice , the Branch field is grayed out and I cannot choose the branch I wa...
How to Manually Add, Edit or Delete a Vendor Credit
This documentation will go through how to manually add, edit, or delete a vendor credit.
Overview
There are certain steps or limitations when doing any of the steps shown below. You may want to make some of these changes in you...
How to Update Shipping Methods for ADI Integration
Description of Issue:
Shipping methods are entered into SedonaSetup > Shipping Methods but they are not appearing in certain vendors.
Resolution:
Go to the Purchase Order option from the Accounts Payable optio...
No Checks Found Printing AP Checks in New Company
Description of Issue:
We are trying to print AP Checks and are receiving a message “No checks found".
How can we correct this error?
Resolution:
We have seen this error from printing checks, and it...
Scripts to Find Line Feeds or Carriage Returns in Purchase Order Parts
Description of Issue:
If Part codes. Descriptions or other text fields are populated by using Copy/Paste , there could be hidden characters in the field that can cause issues in using parts in orders like P O s .
Res...
Receiving Error Message when trying to use a credit card linked to a vendor record
Users will report the below message:
This message can originate if the vendor record is not filled out correctly, however, it can also originate if the vendor has not been selected on the account. Go to Chart of Accounts, select t...
Vendor Receipt Option - Close–No Bill Expected
Accounts Payable – Receiving Purchase Order
When Receiving a Purchase Order one of the options that can be selected is “Close-No bill Expected”
When the option “Close-No Bill Expected” is selected the Expense/Return on t...
How to Undo an Incorrectly Applied Vendor Credit
If vendor credits get posted incorrectly, the steps listed below show how to reverse those and add them back correctly. This process was completed in SedonaOffice version 6.2.0.14.
Open the Vendor Credit to verify how the transaction was ap...
How to Change Default Bank Account for Accounts Payable
Below are the steps to take to set up a bank account that company uses to pay bills. Usually this is the same account payments are received. These steps can be done in SedonaOffice version 6.2.0 and above.
Overview
Prior to going through t...
How To Close a PO Without Receiving
Issue:
A customer is looking to close a PO without creating a receipt.
Resolution:
This process allows you to process a PO without receiving it.
Create the Purchase Order.
Once the Purchase Order is created, before sav...
How To Tie a Non-Part PO to a Bill
Create a PO. Click Apply or Ok.
Go to Bills. Choose Vendor. Make sure to enter a Reference number.
On choosing Vendor, you should receive a message telling you that the vendor has open Purchase Orders, would you like to enter a bill for o...
How to Add Additional GL Accounts to Use in PO’s for Service Tickets
This document will go over how to add additional GL Accounts when they are not showing in the PO for a service ticket. The steps are done in SedonaOffice version 6.2.0.16.
Overview
The steps below are assuming the user will have the corre...
How To Find Checks That Have Been Created But Not Printed
Issue:
User has created a check but did not print it.
Resolution:
Go to Accounts Payable > Print Checks
The Print Checks form opens. Choose the bank account the check was written from by using the Bank Account dropdow...
How To Deposit a Vendor Refund Check
If you have received a check from a Vendor for an Overpayment/Refund this will need to be entered through the Payment Processing module using the Company/House Account.
AP Vendor Account
Go to the Vendor Account that you received the che...
How to Apply Vendor Credit
Follow these steps to apply vendor credits on a vendor. The steps cover SedonaOffice version 6.2.0.14 and higher.
Overview
The steps below assume the correct permissions are given to perform all the steps. The vendor example is one that ...
Duplicate Parts on ADI Integration
When using the ADI Integration, there is a low chance that you will see duplicate parts appear.
If you see this behavior occur, then check the Part Edit and look to see if the vendor is listed twice. The same vendor can be listed twice a...
Service Company for Vendor doesn’t load/Receiving Error on save
You can create a service company by creating a vendor marked as a service provider, or by entering the service company manually into the Service Company setup table. If creating a new Service Company through the Service Company setup table, you need...
Write Checks Feature
SedonaOffice has a write checks feature that allows users to jump straight to cutting the check without having to enter an AP bill.
Click on Accounts Payable – Click on Write Check
When the Write Checks window opens, Click on Ven...
Limit GL Account Assignment for All A/P Bills
When creating a bill for A/P you can limit the number of GL accounts to assign to a bill. The example below will pull all the GL chart of accounts to choose from to assign. The list can be in the hundreds.
A customer can go to Sedona Set...
How To Change the Default Bank Account in AP Print Checks for Customer Refunds
To change the Bank Account that is used in AP – Print Checks when issuing a Customer Refund follow the below steps.
SedonaSetup - AP
In SedonaSetup go to AP – GL Accounts Defaults.
Select the drop-down menu for Primary Checkin...
How to do a Return to Vendor
The Return to Vendor option is used when parts are being sent back to a Vendor and a credit is expected for the parts return.
Vendor
Go to the Vendor Account to whom the Parts are being returned.
Right-click on Returns. Selec...
Verify ComData Settings
When ComData gives this message, it is always an issue with credentials. Follow this existing Knowledge Base article to navigate the settings: https://sedonaoffice.knowledgeowl.com/help/comdata-setup .
However, the below screen does not...
How to Fix Error – This Credit Card Account Has Not Been Assigned a Vendor
If you receive the Error Message - This credit card account has not been assigned a vendor! - when selecting a Credit Card in AP Pay Bills to pay the selected Vendor Bills, below are the steps to correct the Error.
SedonaSetup
...
How to Provide Access to Edit Checks from the GL Register
How do we provide access to allow users to edit checks from the GL Register?
Right click on the register and see the Open Check option.
When opened, the check cannot be edited and only displays the information associated with the ch...
How to Clear AP Checks from the Print Queue after they have been Reconciled
If users did not print All AP checks from the print queue before they were cleared through the bank reconciliation, they can still be cleared from the Print Queue.
The payment shows under the vendor but without a check number.
Once the che...
How to Fix a Vendor Screen Display Issue
AP – Vendor Account
When opening a Vendor Account and the Screen is not displaying correctly, this is due to the Resolution or Scale Setting on that specific computer.
If either of those settings are set too high, it will cause a ...
How To Add Purchase Order Tab to Service Tickets
Issue: Customer is reporting that they have some users who are missing the Purchase Orders tab from their Service Tickets. Some users can see it and some cannot. Resolution: The Purchase Orders missing from Service Tickets is due to User...
AP Bills by Term Code (Internal)
The script below can be used to count how many bills are on each term code select b.Term_Code, count(c.Term_Id) as "Count of Vendor Bills by Term Code" from AP_Vendor a, AR_Term b, AP_Invoice c Where c.Term_Id = b.Term_Id AND a.Vendor_Id = ...
Duplicate AP Credits (Internal)
The script below can be used to find credit numbers that are duplicated for vendors select Vendor_Code, b.Credit_Number, Count(b.Credit_Number) as "Number of Credits with Duplicate Credit Number" from AP_Vendor a, AP_Credit b where a.Vendor_I...
Find Duplicated AP Bills (Internal)
The script below can be used to find any AP Bill with a duplicated invoice number select Vendor_Code, b.Invoice_Number, Count(b.Invoice_Number) as "Number of Bills with Duplicate Invoice Number" from AP_Vendor a, AP_Invoice b where a.Vendor...
How To Set the Purchase Orders Screen to Default to All Vendors
Issue: User is experiencing an issue with Purchase Orders. They are going to Accounts Payable > Purchase Orders and selection the New button. When the Purchase Order opens, the New Purchase Order screen is populating a vendor instead of allowing...
Automation error, Invoked Object has disconnected from its clients (Internal)
This error message can occur if you enter a leading space into the vendor code/company name. It is easy to spot there’s a leading space since if you search for the vendor generically enough, the first letter does not line up with the other ...
Negative AP Credits (Internal)
The script below can be used to find credit entries with negative amounts or zero dollar amounts select b.Credit_Number, a.Vendor_Code, b.Amount from AP_Vendor a, AP_Credit b Where b.Vendor_Id = a.Vendor_Id and b.Amount 1 Order by a.Vendo...
Vendors with Invalid Cities (Internal)
If a vendor is throwing errors on the front end, it may be caused by a missing or invalid city. Use the script below to find Vendors with this issue select distinct a.Vendor_Code , a.GE_Table1_id as "GE_Table1_ID (City)" from AP_Vendor a, G...
Vendors with Invalid Country (Internal)
If a vendor is throwing errors on the front end, it may be caused by a missing or invalid Country. Use the script below to find Vendors with this issue select Vendor_Code, Country_Id from AP_Vendor Where Country_Id = 1 and Vendor_Id > 1 O...
Vendors with Invalid States/Provinces/Regions (Internal)
If a vendor is throwing errors on the front end, it may be caused by a missing or invalid states. Use the script below to find Vendors with this issue select distinct a.Vendor_Code , a.GE_Table2_id as "GE_Table2_ID (State/Province)" from AP_V...
Error Running AP Retroactive Aging Report (Internal)
On export, you may receive this error: This was determined to be caused by items in the AP_Invoice table having a null in their Due_Date. Run: Select * from AP_Invoice where Due_Date is null That should reveal the records wit...
Vendors with Invalid Zip/Postal Code (Internal)
If a vendor is throwing errors on the front end, it may be caused by a missing or invalid Zip Codes. Use the script below to find Vendors with this issue select distinct a.Vendor_Code, a.GE_Table3_id as "GE_Table3_ID (Zip/Postal Code)" from A...
Vendors with No Address Information (Internal)
If a vendor is throwing errors on the front end, it may be caused by a missing address line. Use this script to find Vendors with this error select Vendor_Code, Address_1 from AP_Vendor Where Address_1 = '' and Vendor_Id > 1 Order by Vend...
Vendors with No Company names (Internal)
The Company name is a required field. If a vendor is throwing errors on the front end, it may be caused by a blank company name. Use the script below to find all Vendor’s with this issue select Vendor_Code , Company_Name from AP_Vendor Wher...
How To Resolve Write Checks Error – Error Saving Data – 6 Overflow
Write Checks
When using the Write Checks module, if the Check Number entered is nine digits or greater (depending on the digits entered) when entering Save, you will receive the following Error.
Error Saving Data – 6 Overflow.
...
How To Determine if a PO or Receipt is Tied to a Bill
The bill's reference/Invoice number will be on the PO or Receipt.
If the PO or Receipt is not tied to a bill, it will not display an Invoice Number or Invoice Date.
...
Question – SedonaOffice - AP – Vendor Bills
Questions and Answers:
Q: Can multiple Purchase Orders be added to a Vendor Bill?
A: No, multiple Purchase Orders cannot be added to a Vendor Bill.
Q: Can multiple receipts be added to a Vendor Bill?
A: Yes, multip...
Vendors Do Not Display in Searches or List (Internal)
Issue:
When clicking Search, Vendors do not show after updating to 6.2.0.19.
Resolution:
There was a change in the release that caused a problem with Vendor Address information.
The scripts below can be used to correct...
AP Bills Screen Issues
AP Bills screen various issues with tabbing, entering lines, and calculation. Caused by updating SedonaSync. Whenever Sync is updated for cloud customers certain files need to be re-registered to avoid the issue. Two files you are unregistering ...