Pre-disbursement payment sync errors

For supported accounting integrations, payments will be blocked from being released if an invoice is already marked as paid in the accounting system or if the invoice is not found in the accounting system

Supported Accounting Integrations

This capability applies to our payments services in both Canada and the US, for all payment methods, when used with the following accounting integrations:

• Condo Manager
• Rent Manager
• Yardi Voyager
• Buildium
• QuickBooks Online
• Xero

Background

All payments now have their status set to Accounting System Check prior to being changed to Queued for Release status. While in Accounting System Check status, invoices on such payments are checked against the client's accounting system to ensure that those invoices were neither deleted/voided in the accounting system nor were already marked as paid in the accounting system.

This check happens only for the supported accounting integrations noted above.

If the check fails for at least one invoice on a payment, such payments will remain in Accounting System Check status, with the impacted invoices noted with the specific error (already paid or not found) and the payment set to PRE-DISBURSEMENT payment sync error. Otherwise, the payments will move to Queued for Release status automatically within an hour of the check being performed.

Pre-disbursement payment sync errors will not prevent all cases of attempts to pay invoices that you've deleted/voided in your accounting system nor all cases of double payment / attempts to pay invoices that you've already paid, and should not be relied upon as a primary control for these scenarios. In particular, as the checks presently happen prior to and not following payments being in Queued for Release status, there is still an up to one business day window where such scenarios may occur. However, these changes are aimed at significantly minimizing these scenarios and providing earlier detection of them, prior to disbursement of funds.

Pre-disbursement vs Post-disbursement Payment Sync Errors

There is a single pre-disbursement payment sync error, with the code PRE-DISBURSEMENT. This error occurs prior to payments being released and it prevents payments from being released. Post-disbursement payment sync errors occur following release of payments and don't prevent movement of funds, but do prevent payments from being recorded in the accounting system (i.e. a sync error, other than PRE-DISBURSEMENT, means simply that a payment couldn't be recorded in the accounting system, but the funds were already issued to the vendor).

Listing Payments with Pre-disbursement Payment Sync Errors

Payments with pre-disbursement payment sync errors can be found by going to Payments -> Sync Errors, just like those for post-disbursement (i.e. all other) payment sync errors. Daily notifications continue to be sent to accounting (CreatePayment permission) users with a link to this page.

A payment having one or more invoices with a pre-disbursement payment sync error will have the following indication appear in its list of invoices in the row of the applicable invoice:

The possible errors are either that the invoice was not found in the accounting system (i.e. deleted/voided by you) or that the invoice was already paid by you (either not via LeapAP, or if performing a reissue of a LeapAP payment, then the original/failed payment wasn't deleted in the accounting system).

Resolution - invoice not found

1. Remove the invoice from the payment (if there are other invoices on the payment which don't have accounting system check errors, the payment will move to Queued for Release status automatically within an hour)
2. If you don't wish the pay the invoice, check Skip Payment on the invoice. Otherwise, if you do wish to pay the invoice, you will need to re-sync it to the accounting system by following these steps:
   
   1. Make any edit on the invoice and re-approve it
   2. Wait for the next accounting system sync (up to an hour)
   3. The invoice will go into NOT-FOUND invoice sync error. Click on the "Clear ExternalId" button (you must have both the EditInvoice and CreatePayment permissions for the client)
   4. Wait for the next accounting system sync (up to an hour)
   5. Create the payment as normal via Payments -> Create for the invoice

Resolution - invoice already paid

Resolution depends on whether you wish to pay the invoice via LeapAP or not.

If you don't wish to pay the invoice via LeapAP, remove the invoice from the payment and check Skip Payment on the invoice.

If you wish to pay the invoice via LeapAP, then delete the payment for the invoice from your accounting system, and wait an hour for the accounting system check error to clear.

Notes:

* If you're performing a reissue of a LeapAP payment, the original payment needs to be deleted from your accounting system to avoid encountering this error.

* If you've already paid the invoice outside of LeapAP, you should not pay again via LeapAP to avoid double payment, and you should not delete your original payment.

IMPORTANT: these resolution steps may differ for similar errors which occur as post-disbursement sync errors (meaning where funds have already moved to the payee).