Account Payable Reports

In addition to the Voucher Edit Register, the Pre-Check Register, and the Bank Reconciliation Report, Orion provides several other reports in the Accounts Payable module.

Correcting an Accidentally Voided Check

Even when a Check is voided, the use of that Check Number is maintained in the system. Since you cannot have duplicate Check Numbers on the same

Correcting the date on a Deposit Created through Deposit Processing

When you go into the Deposit Processing program and create a Bank Reconciliation Deposit, the date used for the Deposit defaults to the current date.

Unable to Print Checks Because Orion Thinks Another User is Printing Checks on the same Bank

If the system will not let you print Checks on a Bank Account because it thinks someone else is already printing Checks, make sure no one else is in

Processing 1099 Forms in Orion

Processing and creating 1099 Forms is done once a year and can be a challenging and intimidating task. Procedures performed on a daily, weekly

Editing 1096 Form

1. Under the Site-Defined/Custom Reports Tab, create a folder by right-clicking and then clicking New, then Folder. Name the folder and click OK.

Wire Transfers

Wire transfers can be handled in Bank Reconciliation or by entering a Manual Check.

Impact of Quick Checks on System

The process of printing a Quick Check does update your Current Bank Balance and place a Check item in the Bank Reconciliation Program; however,

Manual Checks

A Manual Check is a record in the system of a check or debit to the bank that was done outside of the normal Print Check process in Orion.

Missing 1099s

The setting on the Vendor is used as a “default” when entering Vouchers using the Vendor Code and DOES NOT control whether or not a 1099

Recording a Blank Check in Orion

Since the amount of the Check will not be available until later, enter a Voucher for a Vendor for a penny then save it as an incomplete Voucher.

Automatically Signing Checks

The Orion Check Styler Program allows for threshold logic to be embedded into a check format such that when a check is printed the system can print

Purging/Cross Referencing Vendor Names

There is no way to cross reference the two Vendors set up in Orion but you may merge them into one. Orion gives you the ability to merge

Duplicate Invoice Numbers for Same Vendor

Orion will allow you to pay two Vouchers for the same Vendor with the same Invoice Number; however, it will warn you upon entry of a Voucher

Checks Printing with Different Format

This situation is not related to a workstation or printing problem but instead to a setup problem. The Vendor to which the Check was cut is set

Voiding a Quick Check Created in Error

You do not have to complete and post the Voucher created by the Quick Check in order to void the Check. Just access the Void Check Program

Checks Written to Wrong GL Period

There are several ways you can handle this, but none are straightforward solutions.

Order of Check Printing

Yes. When you go into the Print Checks program, choose to sort your Checks by Voucher Number.

Voided Trust Account Check Did Not Return Monies to Client-Matter Trust Balance

Voiding a Check has no effect on the Time and Billing module or on the Client-Matter’s trust balance. In order to return the money to the Client-Matter’s

Details of a Bank Reconciliation Deposit Record

If a Deposit in Bank Reconciliation was created through the AR Deposit Processing program, you may double click on the deposit record in Bank Reconciliation

Manual Check Entered with Incorrect Amount

If you have not posted the voucher, you may call the voucher up by its voucher number (or voucher look-up), click on the REMOVE CHECK Button and click OK

How to Change the Distribution Code on a Paid Voucher from “EX” to “CA”

Voucher Adjustment allows you to change the distribution of a voucher, even after it has been paid. You may not change the amount of the voucher

Accessing General Ledger Account Distribution of Voucher Entered for a Particular Vendor

To look at the general ledger account distribution of a particular voucher, click on Action > Vendor Status, enter the code for the Vendor (or click Look-Up)

How Can I Determine Whether or Not a Client Advance has been Billed Before I Adjust/Void the Voucher

In “Matter Status” enter the Client-Matter number (or click Look-Up) associated with the Client Advance. Click on the “Work-In-Process” Tab. Click on

I Mistakenly Voided a Check. Can you “Unvoid” the Check for Me?

NO! We cannot “unvoid” checks. However, there is a way you can handle this within the program. In AP Manager click Action > Void Checks.

Automated Check Request Form

Yes, Orion has an electronic form/check request form that the user can fill out and submit to accounting direct from their desktop as part of the Orion program.

I have an Open Negative Voucher in Accounts Payable and Orion Will Not Print a Check for It

Orion will not print a check for anything less than 1¢. You cannot print a check for this Vendor until you owe them more than $0.00. If you already

I am Unable to Change the Amount of a Manual Check

If you have saved a Voucher as a manual check and need to change the amount, call up the Voucher in Voucher Entry/Edit, click on the REMOVE CHECK

I am Unable to Change the Distribution on a Voucher Saved as a Manual Check

You may not edit an unposted voucher that has been saved as a manual check. You must first remove the Manual check information from the Voucher by calling

How Do I Retain Repetitive Information During Voucher Entry?

There are several options you can set for Voucher Entry that maximize the efficiency of data entry. To set these options, Open a Voucher Entry screen,

I Created a Quick Check and Incorrectly Distributed it as a Client Advance Rather than a TDS

If the voucher created by the Quick Check has not yet been posted, you may edit the line of distribution by calling the Voucher up in Voucher Entry.

I Entered Some Vouchers on the Wrong Bank Account. How Can I Correct This?

If the Vouchers have already been paid, you cannot change the Bank Code unless you first void the check. Once the Vouchers are back in the

How Can I See the Vendor’s Address When Entering a Voucher?

To see the address of a Vendor while entering Vouchers, click on the Vendor Look-Up button while in the Vendor field of the Voucher. If you have previously

Does a Voucher have to be Paid before the Client-Matter File is Updated?

The writing or voiding of a check has no effect on Client-Matter files. The posting/adjusting/voiding of the voucher is what modifies these files.

How to Change the Distribution of a Posted/Paid Voucher from TAP to TDS

There are several things you need to do here. They are as follows: 1. If you have already applied and posted the TAP,

Vendor Statement has Multiple Entries, How do I enter Actual Date of Charge to Client Matter

When you enter the Voucher representing the Statement received from the Vendor, enter the Invoice Date of the Statement in the Invoice Date field in Voucher Entry.

Please Explain the Bank Reconciliation Program

There are two main steps in using the Orion Bank Reconciliation Program. First, you must enter transactions that appear on your bank statement but not in Orion.

Can I Set Up a Separate Checking Account to Track Individual Credit Card Charges?

In AP Manager, set up a separate “Bank Code” for your credit card (ex: 05 – AMEX; 06 – VISA). You may also enter a separate Accounts Payable account

Changing 1099 Flag on a Posted/Paid Voucher

If a voucher was posted and/or paid before the vendor was set up to receive a 1099, you can edit the voucher to reflect the new 1099 status without adjusting the voucher.

Client Advance Keyed to Wrong Client-Matter Number

Option 1 (if you want to void the invoice with the incorrectly billed client advance) Unpost and void the invoice with the incorrect Client Advance

Documenting a Blank Check

Sometimes an attorney or paralegal may need to take a blank check with them to court in order to pay a court related expense, such as a deed.

How do I tell my Costs/Expenses not to Combine on the Invoice?

If the Bank Reconciliation code is set up with a GL offset account, then when you use it in bank reconciliation, the period and year fields will be accessible.

Vendor Bank Code not Populating Properly

The Bank Code should always change to the Bank Code set up for the Vendor unless you have set your entry options to retain the Bank Code.

I Received a Credit Memo from a Vendor. How can I Handle this without Adjusting an Open Voucher?

If you do not want to adjust the invoice amount of an existing open voucher for this Vendor, ORION will allow you to enter and save a negative voucher.

Adjusting a Voucher with a Client-Matter Distribution

If a “CA” or “EX” code is used in the voucher distribution, a client advance or expense transaction is created in Billing and AR as soon as the voucher is posted.

I Voided a Voucher by Mistake. Can it be Un-Voided?

No. The Voucher will have to be re-entered, saved and posted.

I Accidentally Entered a Deposit in Bank Reconciliation Twice. How Can I Correct This?

Most Deposits are created through Deposit Processing in AR Manager which should prevent duplicate deposits being entered. However,

I Entered a Bank Reconciliation Transaction Using Period 12. What Year Will it Effect?

If the Reconciliation Code you used does not create General Ledger transactions, the period displayed when entering the transaction has no

Check/Voucher Included in 1099 Totals

No, the setting on the Vendor record is used solely as a default for the voucher distribution lines. When the 1099 Work File is created, the system looks

Client-Matter Distribution on Paid Check/Voucher Incorrect

You will not be able to move it to the correct matter in Expense Entry. There are two ways you can handle this issue:

Recording Wire Transfer where 1099 Form Required

The following procedures should be followed to record the transaction 1. Through AP Vendor Entry, set up a vendor for the payee.

MICR Printing Checks – How to install Proper Fonts

Using Windows explorer, go to the \Orion\Clients folder on the Orion server. Click on the IDAutomation_MICRFONTAdvantage.exe

Writing Checks for One Time Payment(s) Without Setting up Vendor for Each

The Orion Accounts Payable module will accommodate this scenario by way of the Quick Check feature. First, you must set up a Vendor that you

I entered a Voucher that I Distributed Incorrectly and the Adjust Voucher Option is Unavailable

More than likely the Voucher has not been posted, but has a status of “Entered.” Unposted vouchers cannot be adjusted – they must be edited.

Can Inactive Vendors Be Deleted from the System?

NO. If a Vendor has been used to create AP activity, it cannot be deleted. If you try to delete a Vendor you will receive the following error message:

Multiple Codes for One Vendor

ORION gives you the ability to merge Vendors through Vendor Setup. To merge two Vendors, do the following:

Error Received when Printing Checks

This error indicates that one or more of the check numbers in the range you are using has already been used.

Accounts Payable Manager Overview

The screen that appears when you click on AP Manager allows the customization of the way records are displayed in the grid

AP System Settings

Before you can fully utilize the Accounts Payable Module, you must enter certain information in the System Settings. In AP Manager, click on Tools > System Setup.

XX Setting Up Bank Codes

To add a Bank Code: 1. In AP Manager, Click on Tools and select Bank Accounts (you can also right-click on the “Bank” section

Editing a Bank Code

The only accessible field that you are not allowed to edit is the “Bank Code” itself. To edit other fields:

Deleting a Bank Code

To delete a bank code: 1. In AP Manager, Click on Tools and select Bank Accounts.

Adding Vendor Terms Codes

Vendor Terms Codes represent a specific set of conditions under which a purchase is made from a Vendor. These conditions consist of: payment

Editing Vendor Terms Codes

You cannot edit/change the Terms Code itself. If necessary, you can edit the description and terms. However, making changes to the description

Deleting Vendor Terms Codes

You will only be able to delete a Terms Code that has not been assigned to or is not in use by a Vendor. If you try to delete a Terms Code that has been assigned

Adding a Transaction Code

Transaction Codes are used to record transactions in Bank Reconciliation that are not otherwise created by any of the Orion modules (i.e. bank charges, transferring funds from one bank to another).

Editing Transaction Codes

You cannot edit/change the Transaction Code itself. If necessary, you can edit the description. However, making changes to the description (other than grammatical)

Deleting Transaction Codes

You will only be able to delete a Transaction Code that has not been used in the system. If you try to delete a Transaction Code that is in use, you will receive the following error:

Vendor Setup

A Vendor is a company or a person to whom payment is rendered. You must have vendor information set up prior to performing accounting functions

Editing a Vendor Record

1. From the Button Bar click Tools and select Vendors (or double-click on the Vendor from the AP Manager Screen).

Deleting a Vendor Record

The system will not allow you to delete a vendor that has activity attached to it. Instead, set the Vendor to “Inactive”. This is done through the Vendor Entry.

Recording a Wire Transfer or Online Banking Payment in Orion

If you make an online banking payment or you send a wire transfer out of your bank account, you record this in Orion as a Manual Check.

Check Recorded in System to Wrong Vendor

To correct this in Orion, take the following steps:1. Void the original check using the Void Check program but DO NOT void the voucher paid by the check.

Printing/Processing Multiple Check Requests

No, you can only print and/or process one Check Request at a time. Since each Check Request creates a new but separate voucher (which must be saved by the user before a voucher number is assigned),

Manual Trust Check Entered for Incorrect Amount

If you have not already posted the voucher attached to the manual check, call up the voucher and remove the manual check information. Save the voucher.

Paid Vouchers Still Showing as Open

In a case like this, you either chose the option “Checks Not OK, Do not Update Data Files” or something happened at the workstation level to prevent the

Adding a Voucher

To Enter a New Voucher 1. From the Button Bar, click Action and select Vouchers.

Saving a Voucher as a Manual Check

To enter a manual check: 1. Follow the steps of entering a new voucher.

Editing/Deleting a Voucher or Manual Check

To Edit a Voucher or Manual Check: 1. From the button bar, click Action and select Vouchers to display the Voucher Entry screen.

Printing Vouchers or Manual Check Journals

To print a Voucher/Manual Check Journal: 1. From the button bar, click Action and select Post Vouchers. The following screen appears:

Posting Vouchers or Manual Checks

To post Vouchers or Manual Checks: 1. From the button bar, click Action and select Post Vouchers. The following screen appears:

MICR Setup in Check Style

Most likely, you need to make sure the MICR font is assigned properly in the check style itself for the MICR object. The MICR object is MICRRoutingNumber

Editing Contact Information on Form 1096

The Form 1096 (Transmittal Form) provides places to put the “Name of Person to Contact,” “Telephone Number,” “Email address,” and “Fax Number.”

Voucher Adjustments

An adjustment to a voucher is the process in which changes can be made to a voucher with a status of Open or Paid. Once the Voucher is in the Open or Paid status,

Voiding a Voucher

You can only void those vouchers that have an “Open” status. Warning: Voiding a Voucher is irreversible!

Effect of Voucher Adjustment on Billing and Accounts Receivable

There are several ways in which Orion handles the adjustment or voiding of a voucher in Billing and Accounts Receivable.

Check Processing

A check, whether printed by the system or entered as a manual check, is a record of the date and amount of payment, the vendor to which the check was paid,

Selecting Vouchers for Payment

Prior to printing checks, you must first select the vouchers you want to pay. To select vouchers for payment:

Printing Checks

You can print checks in a specific order sorted by the option you select. To print checks: 1. Select your vouchers for payment.

Voiding Checks

In order to adjust the amount of a voucher that has been paid in full, you must first void the check. You have the option of voiding the check only or voiding

Changing a Check Number

The change check number procedure can be used in instances where a check was accidentally voided or the check number assigned in the system does

Quick Checks

Orion gives you the ability to print a check on the fly without having to go through the process of entering and posting a voucher. Upon printing the Quick Check,

Bank Reconciliation

Orion’s Bank Reconciliation program enables you to ensure that everything that flows through your bank account also flows through Orion.

Adding Transactions to Bank Reconciliation

Items from the bank statement such as service charges and wire transfers will need to be added to Bank Reconciliation manually as debits to bank.

Printing the Bank Reconciliation Report

After transactions from the bank statement have been entered and all items that have cleared the bank have been marked as cleared in Bank Reconciliation,

Clearing Reconciled Entries

After reconciling the bank account and printing the Cleared/Uncleared Report, you are ready to clear the reconciled entries from the list.

Processing a Check Request in AP Manager

Check Requests initiated by the front office (secretaries, paralegals, etc.) appear in the Open Check Requests list in the AP Monitor Screen.

Vendor Status

The Vendor Status screen provides some general information about the vendor such as system-to-date purchases, the date and amount of the last check written,

Creating a View in 1099 Processing

To better manipulate and filter your data in the 1099 Work File, you should create at least one custom view. Following are instructions that will create

Getting Message that a 1099 Record Already Exists for a Vendor

As the program gathers the voucher distribution lines flagged to be included on a 1099, it looks at the Vendor record to see if the vendor is set for a 1099

Accounts Payable Reports

The Accounts Payable Reports provide information contained in the Accounts Payable module and include reports that include vendor, voucher and check information.

No Vouchers Showing on Vouchers Tab in Vendor Status

When you first go into Vendor Status and access the Vouchers Tab, the settings on the Tab default to showing Open (Unpaid) Vouchers Only.

Unable to record Manual Check for Previous Year

If the only Fiscal Year option you have in Voucher Entry/Check Processing is the current fiscal year, you have set the system to disallow creation of GL

Cost or Expense Must be Entered Using an Active Timekeeper Error

The issue here is with the “Person” field. That field needs to be populated with a timekeeper or the user “Firm.”

Voucher Voided by Mistake

If you voided the voucher with a CA that has been billed to the client, you should see a RDP in Matter Status for the related client-matter created

How to tell if a Check Has Cleared the Bank

The only way you can tell if a check has cleared through Orion is if you use the Bank Reconciliation program. If you use this program,

AP Check Not Showing in the General Ledger

Most likely the GL transactions were created in a GL period other than what you are thinking. To find where the GL transactions are sitting,

Viewing GL Transactions Associated with a Specific Voucher

The easiest way to view all GL transactions created in relation to a specific voucher is through Vendor Status. Call up the vendor with which the voucher is associated,

PDF File Not Displaying Properly when Attached as Image to Voucher or Check Request

Periodically you may run across a PDF file that does not display correctly when attached to a voucher or check request as an image.

Optimizing the Accounts Payable Manager

If AP Manager is taking a long time to load when you first open it, you can change your grid settings to optimize the load time. Since the last Voucher

Voiding a Check that has Been Cleared From Orion Bank Reconciliation

Orion will allow you to void the check in AP Manager. Prior to doing so, check your Bank Balance in Bank Rec (make note of it). After you void the check,

There are Two Records for Each of My Vendors in My 1099 Work File

If you have duplicate records for your vendors in your 1099 work file, you have created the work file a second time without first deleting the existing records

Amounts in 1099 Work File Do Not Agree with Total Vendor Payments Report

If the amount shown in the YTDPayments field in the 1099 Work File is less than the total amount paid the Vendor during the course of the year,

There are Records in My 1099 Work File for Vendors That Should Not Receive a 1099 Form

This means that vouchers entered for the Vendor were flagged on the individual distribution lines to be included on a 1099 form. When you create the 1099 Work File,

Voiding Checks in Orion AP Manager

No. When you void a Check in Orion (provided it was originally created in Orion), the system will automatically create the necessary Bank Rec

Blank Images Being Brought into Expense Reimbursement or Check Request Modules

If you have been updated recently (Jan 2014 or later) and are getting blank images this could be because of the case of the format you are using when you scan documents.

Issues accessing Clear Reconciled Items

Accessibility to the Clear Reconciled Items will become available as soon as the reconciled “Difference” equals $0.00.

Alpha Characters in Manual Check Number Field

The Check Number field is a numeric field and will not accept alpha characters. Instead, you may want to establish a number combination to distinguish between

Wrong General Ledger Cash Account Updated by Trust Activity

The problem is that you did not assign the new GL account you created for the new Trust Bank to the Bank Code. Go into AP Manager and choose TOOLS, Bank Accounts.

How can I tell what voucher a voided check originally paid?

You can find the voucher number(s) a voided check originally paid by opening up Vendor Status and calling up the vendor to whom the check was originally written.

Changing Date on RDP from AP Adjustment

“I want to change the date on an RDP from an AP adjustment – can I do that?”

Lost Check Procedures

This depends on the situation. If the check was originally created in Orion: 1. Go to AP Manager.

Reissue a Check that was Originally Issued Out of Our Old system and Subsequently lost by Recipient

What you do depends on if you have already taken this check into account in your bank balance and your operating account.

How do I Enter Electronically Paid Disbursements?

In order to get them into accounts payable (and distributed to a client-matter), you will need to enter the voucher and save it as a manual check.

Deleting an Image from a Voucher

To delete an image from a voucher, display the voucher and then click on the VIEW IMAGE button. Once the image is displayed, select all the pages

Editing an Image Attached to a Voucher

No – images may be added, edited or deleted without having to void or adjust a voucher, You may add/edit/remove an image from the voucher

Reason for Check Voiding

When you void a check, the system allows you to enter a reason for voiding the check. You may then review these notes at anytime through Vendor Status.

Incorrect Amount on Form 1099 for Vendor

The amounts calculated for the 1099 form are pulled based on the date of the check. However, once the process finds the check, it then finds the vouchers paid by that check.

How Does Orion Handle the Adjustment of an Unpaid Voucher that Created a Client Advance Transaction?

When an unpaid voucher containing a client advance is adjusted or voided, the amount of the adjustment/void is reflected in the appropriate

Accounts Payable Overview – Accrual

In accrual basis systems, General Ledger transactions are created when vouchers are posted/voided and when checks are written/voided.

Trust Activity Entered Through AR Entry and Bank Reconciliation

Yes – upon saving a TDS an entry will be created in Bank Reconcilation that reduces the Current Balance shown in Bank Rec.

Voiding Check Did Not Update Bank Reconcilation

Since the actual check record has already been voided, you cannot go through the void process again. Instead, go into Bank Reconciliation

Marking Multiple or Sequential Items in Bank Reconciliation

To mark multiple items as reconciled, highlight the items (using Windows tagging conventions), right click and choose Tag Selected Items.

Voiding Checks not Created in Orion

Create an Adjusting Journal Entry (AJE) in the General Ledger that will debit Cash and credit the expense account used when the check was originally created.

AP Vendor Type Not Showing Correctly on Contact Screen

The AP Vendor default Contact Type should be set up.

AP Imaging – How to Attach an Image when adding a Voucher

First, the image has to exist somewhere for you to retrieve it. With the newest version of AP Imaging we have no requirements regarding scanners

Attaching an Image that Is Not a PDF Using AP Imaging

In order to attach an image that is not a PDF, you will need to first click on Add Blank Page, click on

Redact a Name or Text on an attached Image of a Document or Invoice in AP Imaging

Once you have the document page displayed in the AP image viewer window you may simply click on Redact and it will present you with a rectangular

Voucher Contains Trust Disbursements that Exceed the Balance in the Matter’s Account

If you are getting this pop up the first thing you should do is to go to Matter Status and check the trust balance for that matter.

Removing Unbilled Client Advance from Client-Matter

Since the amount has not been billed to the client, the following steps will remove the charge from the client-matter.

Distribution Lines not Showing on Check Stub

The individual lines on the check stub are from the “description line” of the voucher not the individual distributions for the voucher. In other words,

Entering ACH Withdrawals/Payments through AP Manager so they show as CA on Client-Matter

In order to get ACH withdrawals into accounts payable (and distributed to a client-matter), you will need to enter the voucher and save it as a manual check.

What Client Payments Make Up a Deposit in Bank Reconciliation?

If the Deposit in Bank Reconciliation was created by the Deposit Processing Program in AR Manager, you can double click on the deposit record in Bank Reconciliation,

Detail of Bank Rec Deposit Does not Match Deposit Amount

If the total of the itemized payments does not equal the amount of the deposit as shown in Bank Reconciliation, you have reversed and deleted

Voided Trust Check Not Reflected in Client-Matter Trust Balance

The action within Orion that would place the money back to the client-matter trust balance is the voiding of the voucher.

Finding Voucher Number on TAP Transaction Created From AP

If it is a paid voucher, one way to find it would be to look in Matter Status and double click on the TAP on the A/R Ledger Tab and look at the check #.

Refund Received from Vendor on Client Charge

To both give the Client the benefit of the $15.00 refund and to record the receipt of the $15.00 in cash, you will want to take the following steps.

Trust Check Written in Wrong Amount and Already Deposited in Operating Account

There are several steps involved with fixing this problem. First and foremost, if the TAP created by the original voucher has been invoiced,

Printing Checks from Multiple Locations

The “Next Check Number” is set through Bank Setup but it can also be incremented when paying vouchers. If the other offices are writing checks

New Operating Account – New Bank Account

No, there is no function in Orion that allows for changing the bank code. You will need to create a new bank with a new bank code number

Changing the Default Bank on All Vendors

When you go to set up the new bank simply check the default bank check box. It should prompt you to change all the vendors (that are currently setup

Voucher Contains Trust Disbursements That Exceed the balance on the Matter’s Account

Double check in matter status under the Retainer /Trust Tab for the Trust Ledger and verify the bank account into which you have deposited the trust funds.

Fractional Routing Number – Bank Setup

The Fractional Routing Number is the nine or 10 digit bank code that is used to identify the bank and assist the transfer of funds.

General Ledger/Bank Reconciliation

If you enter a transaction in Bank Reconciliation using a code that updates the GL (i.e. a transaction code that allows you to change the period/year), GL transactions will be created.

Message Re No Payments Available for Deposit

This means you reversed and deleted the payment, and it is no longer associated with this deposit amount. When you reverse a payment

Bank Reconciliation – Partially Applied Transactions in Drill Down behind a Deposit Entry

This means the transaction has been reversed, but the original transaction has not yet been deleted. Orion will allow you to reapply the payment

Checks Not Showing in Orion/ Unable to Print Checks

If your system re-booted before you got to the window that asks if checks are OK and to update data files, then Orion does not know the checks have been printed,

Correcting Daily Deposit in Wiring Amount

In Bank Rec, just enter an offsetting entry on the check side (Add Debit to Bank). Use the Bank Rec code CHK and use the same reference

Adjusting Check in Bank Rec to Match Amount Cleared by the Bank

Since the beginning balance from your bank statement does not take into account the full amount of the check (but instead only subtracted $1.00),

Moving Paid Voucher/Check from one Vendor to Another

The system currently does not allow this without voiding the check and adjusting the voucher to the correct vendor.

Voiding a Check for a Client Advance

No, a credit will not be automatically added by voiding the check. If you also void the voucher, the system will create an RDP on the client-matter.

Adjusting a Voucher from a TDS to a CA

There are two options for changing the distribution line of a posted voucher from a TDS to a CA.

Report to Show Inactive Vendors

There is not a report that shows the last time a vendor was paid. An alternative would be to run the Total Vendor Payments Report.

Bank Reconciliation Codes

To see which Bank Rec codes create GL transactions, go to AP Manager and choose TOOLS, Transaction Codes. When you view the codes, look at the Offset Account field.

Bank Rec Transaction Entered in Wrong Amount

If you entered it directly in Bank Rec and you have not cleared it, just double click on it and click delete (change the period to the correct period).

Deleting a Client Advance

Since you have not created a bill to the client on which this CA appears, in AP Manager, adjust the voucher on which the charge appears.

Refund/Credit Memo Received on Billed CA

1. Has the client paid the invoice? If so, the refund rightfully belongs to the client. If you are going to refund the client, enter a RDP

“Firm ID” verses a “Timekeeper/User ID” when entering AP Check Requests and Vouchers

The “Firm” ID is used for Expense Entry, Client Advance, and AP Check Request because most firms don’t track expenses and AR costs by timekeeper (person).

Check Voided in Orion was Cashed at Bank

Go into the void check program, call up the original voided check and click on the Change Check Number button. Enter a “bogus check number”

What makes up “Reconciled Balance” on Bank Rec Report

The reconciled balance shown at the end of the Bank Reconciliation Report is the result of taking the current balance on the bank account code

Are 1099 Records Created Based on Check Date or Voucher Date

The amounts for the 1099 form are pulled based on the date of the check. After the program finds the checks, it then finds the vouchers the checks paid.

Retain Fields in Accounts Payable Voucher Entry

If you have the retain boxes checked and are hitting Save on your vouchers you should be able to keep the screen up with the same “retained”

Is there a Report That Shows Partially Paid Invoices?

There is not a report in the system that will show you partially paid invoices. If you have a client-matter and invoice in mind, you can call up the client-matter in Matter Status.

How is the “Difference” Field in Bank Reconciliation Calculated?

The Difference field in Bank Reconciliation is calculated by taking the Beginning Balance you entered, subtracting checks cleared,

Old Voided Check Cashed

Go into the Void Check program, call up the original voided check and click on the Change Check Number button. Enter a “bogus check number”

Need Payee Name Changed on Check Written from AP

The only way to handle this in the system is to void the check and voucher and then use the Change Check Number feature to change the actual

Voiding a Converted Check

First, check your bank balance in Bank Rec before voiding and then go ahead and void it. Immediately check your bank balance in Bank Rec.

Reconciled Balance on Bank Reconciliation Report is Not Correct

If the Reconciled Balance on your Bank Reconciliation Report is incorrect, the problem is most likely with Current Balance (shown at the top of the Bank Reconciliation screen).

Clearing an Orphan Transaction in Bank Rec

If you have entered a transaction in Bank Reconciliation to correct your balance, and you want to clear it outside of your normal reconciliation process, you can do the following:

Processing 1099 Forms – 2014

The attached document reviews the process of creating 1099 forms for the year 2014.

Form 1099 MISC style for 2014

The 1099-MISC Form for 2014 has not changed in format. It may have some differences between printing presses and printers so a few minor

Form 1096 Transmittal Form style for 2014

The 1096 Transmittal Form for 2014 has not changed in format; however, it may have some differences between printing presses and printers

Voided Checks did not Place Funds back in Client’s Trust

More than likely, you voided the check only and the voucher remains open. If you are not going to reissue the checks paying the vouchers, go into AP Manager and void them.

Daily Deposit Report not Matching Deposit Showing in Bank Rec

Check to see if any transactions that were processed through Deposit Processing have been reversed and deleted. Deleting a transaction will not update cash in Bank Rec.

Clearing Error received when trying to Approve Reimbursement Request through DBManager (Internal)

The table “LOCKEDENTITY” holds locks for various processes. To unlock it manually for Expense Reimbursement, remove record(s)

How to Handle a Credit Received on Credit Card Statement

If the charges have already been billed to the client, the easiest thing to do would be to enter a CR on the matter (through AR Entry) and apply it to client advances.

TAPs Not Showing a Daily Deposit in Trust Cash Account

TAP transactions will not appear as deposits in your Trust Bank

Checks Printed But Vouchers Still Show as Open

In this situation, someone printed checks on the vouchers and at the end of the check printing run chose the Checks Not OK, Void Checks option.

Overview ~ Expense Reimbursement Manager

The Expense Reimbursement Manager Screen consists of four sections: Requests, Reimbursement Monitor, Request Detail, and Employee Total Due.

Expense Reimbursement ~ Employee Setup

Before you can enter reimbursements for an employee, the employee must be set up to access Vendor Code on the Reimbursement tab of the User Entry window.

Reimbursement Requests

1. From the Button Bar, click “New”. The following screen will appear:

Address Too Large to Fit in Orion Administration System Firm Settings and 1099 Cuts Off Firm Name

You can check using the Orion Administration program on the Firm Information and Licenses tab under System Settings to see if the full firm name and address

Orion Accounts Payable Manual

Download/open the file to review the Orion Accounts Payable Manual.

Expense Reimbursement ~ Reimbursement Types

To add a Reimbursement Type, click New. The following screen appears:

Expense Reimbursement ~ Email Templates

Editing the Reimbursement Email Template

The templates can be edited by highlighting the template and clicking Edit. The following screen will appear:

Is Electronic Upload of 1099 forms to IRS Available in Orion?

No, Orion does not provide the means to electronically submit 1099 forms to the IRS. Instead, you will need to use a 3rd party program such as 1099Express to do so.

Best Method for Checking 1099 Work File

Prior to creating your 1099 Work File, you should run the Total Vendor Payments Report located under Accounts Payable Reports.

Which Data Files Are Relevant for Vouchers?

3 accounts payable data files hold voucher information.

Editing 1099 Processing Work File

No, manual entries/changes to the vendor totals in the 1099 Processing window are not saved to the vendor in AP Manager.

Missing Vendors on 1099 Work File

If the missing vendors did not have vouchers with the distribution flagged to appear on a 1099, and/or if your filter was set for “over $600,” the vendors

Sharing Editing of 1099 Work File

Yes, the work file is accessible to other users with access to the AP Manager as long as they are in a Security Group that also allows access to 1099 processing.

Excluding Vendor Check from 1099 Processing

When you distribute the voucher, remove the checkmark from the Include on 1099 field on the distribution line.

Trust Disbursements and 1099 Forms

No, the program grabs all activity regardless of bank or code used. Go into Vendor Status and call up the vendor. Locate the voucher in question,

1099 INT Amount Not Showing in Work File

This could be due to the fact the the vendor you paid was not set up initially for a 1099 type. The Orion work file picks up all the amounts in the distribution

Listing New Vendors

The Vendor Listing report does not have an “entered on date,” so it just prints out all your vendors. If you want to see when an individual vendor was created,

Adjusting Spacing on Address in Check Style

Go to AP Manager > Tools > Check Styler. Click on the check style you want to edit. Click on the address memo box. Use the nudge tool bar to move

Cannot access “runtime” option in 1099 Custom View/Query Builder

You need to highlight (click on) the line that reads “CalendarYear is Identical to 2013″ {Runtime}.

We only pay our vouchers as the client pays us – is there an easy way to monitor this?

The Payments Received on Voucher report checks PMT, RAP and TAP transactions within the specified date range and pulls the open vouchers

1099 Reporting to Payees Under Temp/Misc Vendor

If the two checks were to two different parties, you may just enter a record straight into the 1099 work file for each party (go into 1099 Work File and click NEW).

I need to write a check to a vendor but I don’t want this entry flagged to count on her 1099 amount.

When you distribute the voucher, on the distribution line remove the checkmark from the Include on 1099 field.

Checks Already in the Chosen Range Error When Attempting to Print Checks

Somewhere in that range you have entered there are one or more check records that were assigned a check number.

Recurring Voucher for Varying Amounts

The best way to handle this is to remove the checkmark from the “Include Amounts” option when setting up the Recurring transaction.

Can Documents be Scanned Directly into Orion?

There is no direct interface between Orion and a scanner. However, if the firm is running the Orion integration with Worldox option, you can “hook”

Can AP Imaging Interface with Worldox?

If the firm is running the Orion integration with Worldox, you can “hook” into Worldox to grab the images. If, when you scan documents

Error when opening 1099 Processing after editing Default View

The problem is that you used a currency symbol when entering the amount in your query field. You should only enter 599.999 in the field.

Does Orion have any way to track vendors who do not charge sales tax?

No. Currently there is no way to track this on a vendor level. We do provide a check box in Voucher Entry on the distribution line so that you

Voucher Description Not Carrying Over to Client Bill

There is a limit on the length of the description in LRMEXPS so we truncate it if longer than that when it comes from AP Manager.

Changing the Date on a TDS Transaction entered in AP Manager

The invoice date used on the voucher header part of the record doesn’t control the date that you see in Matter Status on the ledger.

VENDOR DISCOUNTS

In AP Manager, set up a Vendor Term for Discounts (Tools -> Vendor Terms). Fill in the terms (i.e. Net Due and Discount Percentage)