Troubleshooting: SafePay Transaction Errors When Checks Fail to Load in Dynamics GP

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This article addresses a common issue encountered by users of Microsoft Dynamics GP where checks fail to load into the SafePay-Transactions Upload window. This problem can disrupt the payment processing workflow, hindering timely and accurate financial operations. Understanding the potential causes and implementing the appropriate resolutions is crucial for maintaining seamless financial management within Dynamics GP.

Symptoms¶

The primary symptom of this issue is the failure of checks to appear in the SafePay-Transactions Upload window when the Load/Reload Transactions button is selected. This means that despite checks being generated within Dynamics GP, they are not being recognized or processed by the SafePay module for secure transaction handling and bank uploads. Users may expect to see a list of checks ready for SafePay processing, but instead, the window remains empty or does not update with the expected check information. This can lead to delays in payment processing and potential errors in bank reconciliation if not addressed promptly.

Cause¶

Several factors can contribute to checks not loading into the SafePay-Transactions Upload window. Identifying the root cause is essential for applying the correct solution. Here are common reasons for this issue:

• Incorrect Checkbook ID Linking: The checkbook ID used when generating the checks in Dynamics GP might not be properly linked to the designated Bank Upload ID within the SafePay setup. SafePay relies on this linkage to identify and process transactions associated with specific bank accounts. If this connection is missing or incorrect, checks from the unlinked checkbook ID will not be recognized by SafePay.

• Date Range Mismatch: The date of the checks might fall outside the specified Last Upload Date and Upload Cutoff Date range defined in the SafePay-Transactions Upload window. SafePay uses this date range to filter transactions for upload. If the check date is not within this range, the system will exclude it from the upload process.

• Duplicate Uploads: The checks in question might have already been successfully uploaded to a SafePay file previously. SafePay is designed to prevent duplicate uploads of the same transactions to maintain data integrity and avoid processing errors. If checks have already been included in a previous SafePay file, the system will not load them again.

• Undefined Transaction Codes: The necessary Transaction Codes for checks, voids, and EFT payments might not be correctly configured within the SafePay Configurator. Banks use specific codes to differentiate transaction types within electronic files. If these codes are not defined in SafePay, the system may not be able to properly identify and process checks for upload.

• Bank Reconciliation Module Requirement: The customer or company using SafePay might not be registered for the Bank Reconciliation module in Dynamics GP. SafePay relies on data from the Bank Reconciliation module (specifically the CM20200 table) to function correctly. If the module is not active, SafePay may not be able to access the necessary data to process checks.

• Alpha Character Omission Setting: A setting within the SafePay Configurator might be enabled to omit checks that begin with alpha characters in their check numbers. This setting is designed for specific banking requirements. If activated unintentionally or incorrectly, it can prevent valid checks with alpha prefixes from loading into SafePay.

• Payroll DD Prefix Issue: If the “DD” prefix has been removed from the Next Earnings Statement Number in Payroll setup, the system may incorrectly identify all checks as direct deposits. Dynamics GP uses this prefix to differentiate between regular checks and direct deposits. If the prefix is missing, the system might misclassify checks and exclude them from the SafePay upload process.

Resolution¶

To resolve the issue of checks not loading into the SafePay-Transactions Upload window, follow these methods based on the potential causes outlined above.

Method 1 - Verify Checkbook ID Linkage to Bank Upload ID¶

This method ensures that the checkbook ID used for generating checks is correctly linked to the Bank Upload ID in SafePay.

1. Identify Default Payables Checkbook ID:

   • Navigate to Tools on the Microsoft Dynamics GP menu.
   • Point to Setup, then to Purchasing, and select Payables.
   • Review the Default Checkbook ID setting for payables. Note this ID.
   • Click OK to close the window.

   Note: If vendor-specific default checkbook IDs are configured, it’s also recommended to review the default Checkbook ID assigned to relevant vendors to ensure consistency.

2. Access Upload Maintenance Window:

   • Go to Tools on the Microsoft Dynamics GP menu.
   • Point to Routines, then to Financial, then to Safe Pay, and select Upload Maintenance.

3. Select Bank Upload ID:

   • From the Bank Upload ID dropdown menu, choose the specific ID you are using for SafePay uploads.

4. Review Linked Checkbook IDs:

   • Examine the list of Checkbook IDs currently linked to the selected Bank Upload ID.
   • If the checkbook ID identified in step 1 is not listed, click Add Checkbook.
   • Select the correct checkbook ID to link it to the Bank Upload ID.

5. Save and Test:

   • Click Save to apply the changes.
   • Return to the SafePay-Transactions Upload window and attempt to load/reload transactions to verify if the checks now appear.

Method 2 - Confirm Date Range in SafePay-Transactions Upload Window¶

This method verifies that the check dates fall within the specified date range in the SafePay-Transactions Upload window.

1. Note Check Issue Date:

   • Identify the issue date of a sample check that is failing to load into SafePay.

2. Verify Date Range in SafePay-Transactions Upload:

   • Open the SafePay-Transactions Upload window.
   • Check the Last Upload Date and Upload Cutoff Date fields.
   • Ensure that the check issue date noted in step 1 falls between the Last Upload Date and the Upload Cutoff Date.
   • Adjust the dates if necessary to encompass the check issue date and click Load/Reload Transactions to test again.

Method 3 - Check Transaction History for Duplicate Uploads¶

This method checks if the checks have already been uploaded in a previous SafePay file.

1. Access Transaction History Window:

   • Navigate to Tools on the Microsoft Dynamics GP menu.
   • Point to Routines, then to Financial, then to Safe Pay, and select Transactions History.

2. Enter Bank Upload ID:

   • In the Upload Transactions History window, enter the Bank Upload ID associated with the checkbook ID in question.

3. Review Transaction Detail:

   • Use the left/right scrolling buttons to navigate through different Bank Upload IDs if needed.
   • Examine the transaction details displayed at the bottom of the window.
   • Look for the check number(s) that are failing to load in the SafePay-Transactions Upload window. If they are listed in the history, it indicates they have already been uploaded.

4. Regenerate SafePay File (Optional):

   • If you need to regenerate the SafePay file for a previously uploaded batch (for example, to resend to the bank), select Upload at the top of the Upload Transactions History window. This will generate a new SafePay file for the selected Bank Upload ID based on the historical transactions.

Method 4 - Define Transaction Codes in SafePay Configurator¶

This method ensures that the necessary Transaction Codes are defined in the SafePay Configurator.

1. Open SafePay Configurator:

   • Go to Tools under the Microsoft Dynamics GP menu.
   • Point to Routines, then to Financial, then to Safe Pay, and select Configurator.

2. Select Bank Format ID:

   • In the Safe Pay Configurator window, select the Bank Format ID that you are currently using for your bank.

3. Access Transaction Codes Entry:

   • In the top menu bar of the Safe Pay Configurator, click Codes Entry.
   • Select Transaction Codes Entry from the dropdown menu.

4. Define Transaction Codes:

   • In the Transaction Types Entry window:
     • Check: Select Check for the Transaction Type. Enter the Matching Code provided by your bank that represents a standard check transaction.
     • Void: Select Void for the Transaction Type. Enter the Matching Code from your bank for voided check transactions.
       • Void Zero Amount Option: Decide whether to mark the Voids Zero Amount checkbox. If marked, voided transactions in the SafePay file will show an amount of 0.00. If unmarked, they will show the original check amount. Consult your bank’s requirements for void transaction reporting.
     • EFT: Select EFT for the Transaction Type. Enter the Matching Code from your bank for EFT (Electronic Funds Transfer) payments. If your bank does not have a distinct EFT code, you may use the same code as the Check type, as some banks treat EFTs and checks similarly in SafePay files.

5. Save and Test:

   • Click Save in the Transaction Types Entry window.
   • Click Save again in the Safe Pay Configurator window to save all changes.
   • Return to the SafePay Upload window and test if checks now load correctly.

Tip: Obtain the correct Transaction Codes from your bank’s documentation or by contacting their support. You may also be able to identify the codes by examining a sample bank import file or specifications provided by the bank.

Method 5 - Verify Bank Reconciliation Module Registration¶

This method confirms that the customer or company is registered for the Bank Reconciliation module in Dynamics GP.

Option 1 - Contact Partner/Reseller:

• The most straightforward way is to contact your Dynamics GP partner or reseller. They can quickly review your module registration status and advise if Bank Reconciliation is active. If it’s not, they can assist with purchasing and installing the module if needed.

Option 2 - Check SQL Table (CM20200):

• If you have access to SQL Server Management Studio, you can directly check the CM20200 table.
• Connect to your Dynamics GP database using SQL Server Management Studio.
• Open a new query window and execute the following SQL query: SELECT COUNT(*) FROM CM20200
• If the query returns a count of 0 (zero) and you expect to have bank reconciliation data, it is highly likely that you are not registered for the Bank Reconciliation module.

Important: Bank Reconciliation module registration is a prerequisite for using SafePay effectively. If you are not registered, you will need to acquire and install the module to resolve this issue.

Method 6 - Review ‘Omit Checks with Alphas’ Setting¶

This method checks if the ‘Omit Checks with Alphas’ setting is enabled in the SafePay Configurator.

1. Access SafePay Configurator: (Steps are the same as in Method 4, step 1 & 2)

   • Open the SafePay Configurator and select your Bank Format ID.

2. Navigate to Check Transaction Codes:

   • Go to Codes Entry | Transaction Codes Entry.
   • Select Checks in the Transaction Types Entry window.

3. Verify ‘Omit Checks with Alphas’ Checkbox:

   • Look for the checkbox labeled ‘Omit Checks with Alphas’.
   • If the checkbox is marked, and your checks have alpha characters at the beginning of their check numbers, unmark the checkbox. This will allow checks with alpha prefixes to be included in SafePay uploads.
   • If the checkbox is unmarked, then this setting is not the cause of the issue, and you should investigate other methods.

4. Save and Test:

   • Click Save in the Transaction Types Entry window.
   • Click Save again in the Safe Pay Configurator window.
   • Test by attempting to load/reload transactions in the SafePay Upload window.

Method 7 - Correct Payroll DD Prefix for Direct Deposits¶

This method addresses issues related to the Payroll Direct Deposit “DD” prefix setting.

1. Access Direct Deposit Setup:

   • Navigate to Tools on the Microsoft Dynamics GP menu.
   • Point to Setup, then to Payroll, and select Direct Deposit.

2. Verify DD Prefix:

   • Locate the Next Earnings Statement Number field in the Direct Deposit Setup window.
   • Ensure that the “DD” prefix is present at the beginning of the Next Earnings Statement Number. For example, it should be something like “DD00001” or “DD12345”.
   • If the “DD” prefix is missing, add it back to the beginning of the number.

3. Save and Test:

   • Click OK to save the changes and close the Direct Deposit Setup window.
   • Test if checks now load into the SafePay-Transactions Upload window.

Explanation: Dynamics GP uses the prefix of the Next Earnings Statement Number to differentiate between direct deposits and regular checks during SafePay processing. If the “DD” prefix is removed, the system might misinterpret all checks as direct deposits if their numbering sequence aligns with the (prefix-less) Earnings Statement Number sequence, causing them to be excluded from SafePay uploads. Restoring the “DD” prefix ensures correct identification of check types.

By systematically working through these troubleshooting methods, you should be able to identify and resolve the reasons why checks are not loading into the SafePay-Transactions Upload window in Microsoft Dynamics GP. This will enable you to resume smooth and accurate SafePay processing for your financial transactions.

If you continue to experience issues or have further questions, consider reaching out to your Dynamics GP partner or Microsoft Dynamics GP support for more specialized assistance.

Do you have any experience with these SafePay troubleshooting steps? Share your insights or questions in the comments below!