Vendor Data Missing From Ledger / Reports

Prior to November, 2013 when we rolled out a major update to the forms, it was possible to enter transactions with un-linked vendors.  When this happens, ledger reports do not show the vendor as the payee, and vendor reports don't total properly.

To fix this on a case-by-case basis, just open up any affected transactions and re-save them.  This will link the vendor (provided the name matches exactly the vendor name in the vendor list).  If the name doesn't match exactly, just select the vendor from the alphabetized list of payees.

If you have a lot of these transactions, we've built a utility which will make this process a lot simpler, saving potentially hours of work.  When reviewing any property or bank ledger, the system will automatically evaluate all the transactions.  If there are any transactions with un-linked vendors, you will see a button at the top of the screen labeled "Link Vendors".  First, make sure all your payees/vendors are entered into the system (Settings, Manage Vendors & Payees), then click this option to open up the tool. Follow these steps:
  1. On each row you want to influence, mark the checkbox in the first column.
  2. In the fourth column, select the proper vendor.  If you have a matching vendor already in the system that starts with the same name, it will be pre-selected for you.  Verify it is accurate.
  3. Repeat steps 1-2 for each row - skip any rows you are unsure of, or do not want to update right now, by leaving it unchecked - you can come back and complete them later.
  4. When completed with all the rows you want to influence, scroll to the bottom of the page and click Next.  You will be prompted with a notice, click OK to continue.
The system will update all the marked transactions with the proper vendor.  If you skipped any transactions, or found that you did not have a vendor pre-provisioned, you can do that now and return to the same location and resume working on the list.

Keywords: vendor, report, ledger, payee

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