Checks do not load to the SafePay-Transactions Upload window in Microsoft Dynamics GP

Symptoms

Checks do not populate in the the SafePay-Transactions Upload window when you click the Load/Reload Transactions button.

Cause

There are multiple reasons for why checks may not populate the SafePay-Transactions Upload window, including:

  • The checkbook ID that the check was generated in is not linked to the Bank Upload ID in SafePay.

  • The check date does not fall within the Last Upload Date and Upload Cutoff Date range specified in the SafePay-Transactions Upload window.

  • The check have already been uploaded to a SafePay file.

  • The Transaction Codes have not been defined in the Safepay configurator.

  • The Customer is not registered for the Bank Reconciliation module.

  • The safepay configurator has a setting marked to omit checks beginning with alpha characters.

  • The 'DD' prefix was removed from the Next Earnings Statement Number in Payroll, so the system treats all checks as direct deposits and does not include them in the SafePay upload.

Resolution

Method 1 - The Checkbook ID is not linked to the Bank Upload ID in SafePay.

Use these steps to ensure the checkbook ID is linked to the Bank Upload ID you are using in SafePay:

1. Click Tools on the Microsoft Dynamics GP menu, point to Setup, point to Purchasing, and then click Payables. Review what the default Checkbook ID is set to for payables, and then click OK to close the window. (Note: If you set a default checkbook ID at the vendor level as well, you may also want to check the default Checkbook ID assigned to the vendors.)

2. Click Tools on the Microsoft Dynamics GP menu, point to Routines, point to Financial, point to Safe Pay, and then click Upload Maintenance.

3. Select the Bank Upload ID you are using, from the drop-down menu.

4. Review the Checkbook IDs listed. If the checkbook ID you want is not listed, click Add Checkbook to select a checkbook ID to be linked to the this Bank Upload ID.

5. Save your changes and test again.



Method 2 - The check date does not fall within the Last Upload Date and Upload Cutoff Date range specified in the SafePay-Transactions Upload window.

Make sure there are checks issued between the Last Upload Date and the Upload Cutoff date used in the SafePay-Transactions Upload window.

1. Note the issue date for a sample check.

2. In the SafePay-Transactions Upload window, make sure this date falls between the Last Upload Date and the Upload Cutoff Date.



Method 3 - The checks have already been uploaded to a SafePay file.

Review to see if the checks you are trying to upload have already been uploaded. Use these steps to review transaction history:

1. Click Tools on the Microsoft Dynamics GP menu, point to Routines, point to Financial, point to Safe Pay, and then click Transactions History.

2. Enter the Bank Upload ID (that the Checkbook ID is linked to).

3. Use the left/right scrolling buttons to scroll through all the Bank Upload IDs.  Review the transaction detail at the bottom of the window to see if the check number(s) you are trying to upload have already been uploaded.

4. Click Upload at the top of the Upload Transactions History window to generate the SafePay file again for the Upload ID selected in the window. 



Method 4 - The Transaction Codes have not been defined in the Safepay Configurator.

The Transaction Codes should be obtained from the bank and entered in the Codes Entry window in the Safepay Configurator setup. These are codes that the bank uses to distinguish checks, voids and EFT payments from each other in the file. The system will substitute the appropriate code entered in the Safe Pay file generated for the Transaction Type field mapped. To define the Transaction Codes in the configurator, follow these steps:

1. Open the configurator file. To do this, click on Tools under the Microsoft Dynamics GP, point to Routines, point to Financial, point to Safe Pay, and click on Configurator.

2. In the Safe Pay Configurator window, select the Bank Format ID you are using.

3. In the top menubar, click on Codes Entry and then click on Transaction Codes Entry. (You should obtain what codes you need to enter from your Bank prior to doing this step. Or you may be able to tell by looking at the bank import file.)

4. In the Transaction Types Entry window:

a. Select Check for the Transaction Type and enter the Matching Code from the bank that means 'check'.

b. Select Void for the Transaction Type and enter the Matching Code from the bank that means 'void'. There is also an option for Voids Zero Amount.  Mark this if you want the amount on voided transactions to be 0.00, or leave it unmarked to have the original amount listed on the voided transaction in the SafePay file. 

c. Select EFT for the Transaction Type and enter the Matching Code from the bank that means 'EFT'. If the bank does not have a specific code for EFT, then enter the same code as you entered for the Check type as many banks just consider EFTs and checks to be the same type.

d. Click Save and close the window. Click Save again in the Safe Pay Configurator window and test to see if the Safe Pay Upload window populates now.




Method 5 - The Customer is not registered for the Bank Reconciliation module.

SafePay pulls from the CM20200 table in Bank Reconciliation.  Therefore, the customer must be registered for Bank Reconciliation in order to use SafePay. 

 Option 1 - Contact your Partner to review what modules the Customer is registered for, or to purchase the Bank Reconciliation module.

Option 2 - If the SQL table (CM20200) is empty, then you are most likely not registered for Bank Reconciliation. You can use SQL Server Management Studio to review the SQL table.


Method 6 -  If the checks have a prefix, they may be omitted from loading the Safepay Transactions Upload window due to a checkbox marked within the configurator setup.  Go to the safepay configurator, select the format ID, click on Codes Entry | Transaction Codes Entry and select Checks.  Verify the checkbox for 'Omit Checks with Alphas' is NOT marked.  If this is marked, then any checks beginning with alpha characters will not load the Safepay Transactions Upload window. 

Method 7 - The 'DD' prefix was removed from the Next Earnings Statement Number in Payroll, so the system treats all checks as direct deposits and does not include them in the Safepay upload. 

The stored procedure used to populate the SafePay-Transactions Upload window will look at the prefix assigned to the Next Earnings Statement Number in Payroll, whether or not you are using US Payroll or Direct Deposit. The system will compare all checks to the Next Earnings Statement Number to determine if it is a direct deposit or not. So if a user removes the default 'DD' prefix, then the system will treat all checks as direct deposits that start with the same digit, and not populate them in the SafePay Transactions Upload window. For example, if the Next Earnings Statement Number for direct deposits starts with 0, then the system will also treat all checks that also start with 0 as direct deposits and not include them in SafePay. Use these steps to review:

1. Click Tools on the Microsoft Dynamics GP menu, point to Setup, point to Payroll, and then click Direct Deposit.

2. Make sure the 'DD' prefix is at the beginning of the Next Earnings Statement Number. Add the 'DD' prefix to the beginning of the Next Earnings Statement Number if needed. 

3. Click OK to close the window.


Note: The stored procedure will check the Next Earnings Statement Number, whether or not you are using Payroll or Direct Deposit.

 

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