Please add any tips and tricks to commonly asked Support questions

ISSUE:  PO Approvers are not getting emails that PO's are ready to approve.  See Ticket #123043.   This is a lengthy ticket that Stacy/Josh worked on together.  Here is resolution once Josh traced one of the emails and noticed that it was being bounced back from the customer's server.

Issue: I AM TRYING TO ADD A NEW PERSONNEL AND I CAN NOT GET THE PERSONNEL ID TO POPULATE. 

We have found that somehow there can be a blank personnel record saved. If you select the blank one and then delete that they are able to populate the next personnel ID

Issue: I am not able to gather "gross id's and gross rates" into fiscal year in Budget Prep

You have to clear screen defaults in order for this process to run. Development is aware

Issue:  Direct Deposit HSA is computing for jobs that have a Gross ID that is Mandatory Only plus Direct Deposit

Since the Gross ID Deduction schedule includes Direct Deposit, any Deduction Type where the first 10 characters is DIRECT DEP, the system recognizes that Deduction Description as a direct deposit.  Therefore, will compute with this type of Deduction Schedule. 

The Deduction Type DIRECT HSA-E and DIRECT HSA-R will not include this deduction on jobs that have a Gross ID Deduction schedule of Mandatory plus Direct Deposit because it doesn't follow the requirement of first 10 characters as DIRECT DEP so it's not recognized as a direct deposit when it comes to the deduction schedule, but the deduction will still be a direct deposit.

ISSUE:  ACCUWAGE Error messages and solutions

1.  This error is information only and does not affect the upload to the BSO site.

2.  This error needs to be corrected by a developer

3.  This error needs a developer to correct

ISSUE:  HOW DO I PRINT MY FY2025 BUDGET AND TO SHOW EXPENDITURES TO DATE?

ISSUE: What are the unprocessed amounts on the bank reconciliation report?

That unprocessed balance is all of the outstanding items (as of today) in the bank account. So the current balance is the reconciled balance and then that unprocessed amount is the total of the checks and deposits, etc that are outstanding.

ISSUE:  Select Substitutes into payroll - error message

ISSUE:  TRIAL BALANCE question

Notified to:leah.hollingshead@rdasys.com

She has several banks that are using the same fund code. So, she will have to add all of the bank balances together to see if it matches the fund code.  She can't use the Balance Cleared and Updated because those are only the amount that have cleared the bank. She still has transactions that haven't cleared that are included in the trial balance. There may be items that haven't been bank rec updated that are in financial management. There may be items in financial management that haven' been bank rec updated.

Is this the first month that has been out of balance? If not, she will have to go back to the last time that they balanced and work from there. 

Journal entries will be in financial management but not in bank rec. She can check if any journal entries were made to cash.

What she needs to be comparing is the Book Balance on her Reconciliation Report with the Fund Balance for the same month.

If it doesn't match, check to see if the prior month matches. When she finds the first month that doesn't match, start from there. Compare the Reconciliation Report for that Month to the Activity Report for the cash g/l account. Check to see if any journal entries were made to cash for that month. Check to see that all bank reconciliation was completed. Check to see if any manual changes were made to the bank reconciliation module. 

There are many areas where they could be off. They need to find it and we can help them fix it.

Leah Hollingshead

replied

a few seconds ago

 

To:cristyleverett@pierce.k12.ga.us

Hi Cristy Leverett,

Is this the first month that it's been out of balance? If so you may need to go back to the last time it balanced and then work from there.  There are a lot of things that can cause an out of balance.  You can't use the Balance Cleared and Updated because those are only the amount that have cleared the bank. There are transactions that haven't been cleared or bank Rec updated,  or there could be Journal Entries that contain cash. What you should be comparing is the Book Balance on your Reconciliation Report with the Fund Balance for the same month. Here are some steps to take:

1. Pierce has several banks that are using the same fund code. So, you will need to add all of the bank balances together to see if it matches the fund code.  

2. If the book balance on your Recon report doesn't match the fund balance, check to see if the prior month matches

3.  Journal entries will be in financial management but not in bank rec. You can check if any journal entries were made to cash.

4.  Compare the Reconciliation Report for that Month to the Activity Report for the cash g/l account. 

5.  Check to see that all bank reconciliation was completed

6. Check to see if any manual changes were made to the bank reconciliation module.  

ISSUE:  how to clear the amounts showing under the accumulated withholdings table by vendor in Payroll Vendor Withholding Module

Solution:

ISSUE:  In ESS when client opens up the employee table view, they get a blank list and have to query the employee they need to see.  Why doesn't the employee table open with data in it?

Solution:

The most common reason is that the ESS table cannot have duplicate records with the same SSN.  When this happens, it is called ESS data corruption and Jack Putnam needs to remove the duplicated record.

You will need to run the "check for corrupted employees" process in ESS on the dashboard.

The report looks like this:

You will need to go to RDA Personnel Demographics and find these records.  If there are two records, you will need to tell Jack which record needs to be deleted and which records needs to stay in ESS.

ISSUE:  Employee has 2 entries on the Direct Deposit Report but only one of the transactions has a DD number and DD date.

SOLUTION:  Go to the Payroll ID menu and select Job Pay - Jobs.  On the Browse screen, find the employee that is missing a DD number and add the DD number and the DD date to the screen and save it.  The client cannot do this.  It can only be done by someone logged in as rdacron.  

Lunenburg has had this issue on their Food Service payroll for a while and this is the fix from David Crowe.

ISSUE:  Client re-issued 2 vendor vouchers in procurement and then found out that the original 2 checks issues were actually cashed by the vendor.  Now the re-issued checks need to be deleted and the original 2 checks need to be re-activated.  Currently RDA Procurement does not have an undo re-issue process or an undo void voucher process.

SOLUTION:

To issue the manual check, use the normal add voucher process and check the box that indicates "manual check".

• check register/update Bank Recon
• Clear
• Distribute
• Post

Issue:  Employee's direct deposit was returned for incorrect bank account.

SOLUTION:   Go to employee's direct deposit deduction and enter the correct account number and save.  Then run a new Direct Deposit file ranging on the Personnel ID.  Posting date must be today's date or later.  No changes are needed on the payroll side because all history is correct.  The Direct Deposit file will pick up the account number and routing number that is currently set on the Direct Deposit Deduction.  The bank will return the funds to the employer for the returned direct deposit.

Issue:  I want a report that will annualize salary even when the year is not completed.

SOLUTION:   Payroll ➝ Reports ➝ General Payroll Info ➝ Job Pay Reports ➝ Total Select Pay w/Contract and Annual Gross.  The report requires a Pay ID and will use the Salary from the pay to annualize the period gross.