Invoice showing as Posted Twice

Jennifer Iorio

I show 2 invoices, one in October and the other in November as posting twice to the AP clearing account. Both invoices are for two different vendors and the invoices were only entered once (was not posted and deleted either). When I reconciled AP in October I noticed it and I thought it was just a simple posting issue and it would correct itself in November. But I noticed that for November reconciliation of the AP account, another invoice is showing as posting twice. When I looked at the vendor records the invoice is only there once. How am I able to correct to duplicate posting?

Kevin Brazell

@Jennifer Iorio To fix it properly will likely need to work with FE support so they can investigate it and eventually make a fix for it. But if you're 100 percent confident it's a pure duplication, then you could do a journal entry to fix each duplication. Though I would document with screen shots / notes on each one from your investigation and attach it to each JE in webview. But I'd at least start with support to see if they can get it done.

Susan Trippe

@Jennifer Iorio
I just found a similar problem where 3 checks that were voided in November were posted to the GL as double the amount of the original check…so my A/P account and my cash account were off by these weird amounts. I searched for 3 or 4 days before I found what was causing my bank rec to be out. The really strange thing is, when you look at the Post Report, it looks like the void entry was recorded for the correct amount. The only place where the doubled amounts show up is when I actually print my general ledger…VERY weird.

Jason Holyfield

@Susan Trippe
We have had the same issue with checks voided in December. The amounts are doubled in the general ledger for the A/P and Cash accounts, but the vendor accounts are correct in the A/P module. Have you gotten any solution to this problem?

Susan Trippe

@Jason Holyfield
Blackbaud Support told me that it's a known issue and they are working on a fix for it. They believe they'll have it fixed some time this month.

Alicia Sharma

@Jason Holyfield
I am having this same problem. We void a check correctly and it was posted correctly on the vendor records but in GL is double. Not sure what is going on…

Alicia Sharma

@Susan Trippe
We are having that same issue.

Terri Milburn

@Jason Holyfield
Our December voided checks also showed as doubled in the general ledger report but was correct in the system. We found the trial balance and general ledger report ending balances did not match. The trial balance was correct while the general ledger report was incorrect as it showed the doubled amounts. Quite by accident we discovered if we tweaked the format of the general ledger report in database view it corrected the doubled amount on the report and it then matched the trial balance report. All we did was go to the format tab on the report screen, click detail and then click the box that said show distribution for these characteristics: and clicked the Project ID box. These accounts were not associated with a project but it corrected the reporting.

Lauren Hambidge

@Terri Milburn
Just found the same issue with one of our voided checks from November 2023.

Terri Milburn

@Lauren Hambidge
For us it was just an issue with the GL Report itself. The actual entries in the system were correct and did not need adjustment. Glad we did not do a jv based on the GL Report only. Adjusting the format of the report corrected the doubling. Go figure!

Dan Hout-Reilly

@Terri Milburn
I've found that I am having a similar issue for an October check that I voided in November. However the November GL was fine when I did the November bank reconciliation last month. I am now seeing though that the December beginning balance is not correct throwing off my December bank reconciliation. I can tweak the GL report to show distributions and get the proper ending balance for November, but a December report has the incorrect beginning and ending balances. I have opened a ticket and it has been elevated to an internal team (as I know this will not be solved by JE).

Mark Young

@Dan HoutReilly
We just found the same issue here. The actual journal entry was doubled. Blackbaud offered support on how to change my report, but that masks the real problem. They have advised to make a manual adjustment. However, the problem is that when you roll-up the detail by project ID, it doesn't agree with the financial statements.

Dan Hout-Reilly

@Mark Young
Support is offering the quickest and easiest answer for Blackbaud, which as you say masks the problem. Blackbaud needs to correct the issue. Even when I was able to fix the report for the month of the void, the next month was incorrect.

Julie Jump

@Dan HoutReilly

Same issue. We've used the same saved report parameters with no issue until running November reports in December. I also opened a case (019569467) and do not believe that making a reversal entry in the GL would help. The UI and the reports run with the ‘show distribution’ parameter activated match at the transaction level, but the November ending/December beginning balances on the reports do not match, and the report's December beginning balance does not agree with the December beginning balance in the UI.

Mike Drozd

@Jennifer Iorio

I was just notified by support that Blackbaud is still working on a solution to this issue. We fixed (or at least thought we did) the A/P and Cash GL balance with a journal entry and unchecking the “create bank adjustments” but my trial balance and standard balance sheet are not matching. In addition, I can't reconcile the Dec 31 bank statement because the system is saying there are prior unposted transactions (which I can't seem to locate) and the GL cash balance is off by the “fix” I made with the entry.

Christopher Hafer

@Kevin Brazell
The duplication is in the GL only, not the TB. If you journal entry the duplication, your TB accounts will be incorrect. If you do nothing, your GL balances will be incorrect. The Cash and Accounts Payable accounts are what got duplicated in our GL when we voided an invoice payment and reissued.

The void doubled in our GL, but not our TB. Since Cash and AP are permanent accounts in the GL, they will be off by this amount forever unless Blackbaud comes up with a fix for the errors already posted.

It seems to me that what needs to happen is that support (or whomever administrator) needs to edit the GL directly using the source code to correct the duplication so no transaction posts to the TB and the GL can be brought back into balance.

Julie Jump

I was notified today that Blackbaud “implemented a fix” for this issue - on our database, anyway. I checked through our GL, GL Reports in both webview and database view, GL balances forward… it does appear they've fixed the transactions.