I would like to try and help but it sounds like there is more than just Sage 50 CDN in your process. Please explain the process and at what point the extra payments are being made or when the process is passing the payment process. You indicate that the Paid by field on the Vendor record is Pay Later. However, this field can be over ridden when entering the invoice information.

Hi Alwyn,

Thanks for taking the time to read and respond.

Process: I will open Sage 50 Premium Accounting. Open the Expenses window and create the entry completely then click process. Now normally, the next step is to open the payments window, bring up the same name as you entered in expenses and then click on the payment amount then process the payment. Sometimes however, the payment does not show up in this screen because after being entered in expenses it completely bypasses payments and says its paid.

After I process all payments, I go into the main window, click File, import/export, upload direct payments, then supplier direct payments. In this screen is where I would send all the payments i completed to be forwarded to Bambora for payment. However, the (few) entries from expenses that I do NOT process through the payments window will have already been pushed to here without my approval. (Issue #1)

Once you're in the upload direct deposit transactions screen you would click and choose which items to upload, therefore removing them from that window in sage, and are now ready to actually be paid from Bambora to the supplier. In sage once you complete the payment section it already assigns the cheque number or direct deposit number associated with that payment.

Again (rarely but its happened) an entry will be selected in the upload direct deposit transactions screen, be uploaded to Bambora, and paid. Sage says it's paid if you look in the expenses or payments, and Bambora will show its paid on the batch it was paid on, but you will find these rare entries BACK in the upload direct deposit transactions screen. If  the person who is doing the payments at that time is doing a large batch and does not catch the entry that some how showed back up, it gets uploaded a second time, and paid twice. (issue #2) 

Does this help explain? I would love to know how these issues happen so we can rectify them.

Thank you for taking the time to describe your process. From my interpretation of your first post I thought you might have been  importing the invoices from another program and this could have been a concern. Sorry I put you through this as you are following a fairly standard practice. My next question - Have you, once you noticed an invoice that had been erroneously marked as paid, gone back to the invoice to see the payment method recorded? I would try to trace this back through the Journal entry to see if the accounting was being completed at time of entry? if it is then try to open the invoice from the Journal Entry and see what payment method is recorded. You indicated that the vendor is set to be Pay Later, did this hold in the original input of the invoice? Does this always happen with one or more vendors? Try to see if their are any consistencies with the invoices affected? I am sure you have probably checked this already but go through it again. We have to decide when the change is being made to the payment method/timing..

Thank you for taking the time to describe your process. From my interpretation of your first post I thought you might have been  importing the invoices from another program and this could have been a concern. Sorry I put you through this as you are following a fairly standard practice. My next question - Have you, once you noticed an invoice that had been erroneously marked as paid, gone back to the invoice to see the payment method recorded? I would try to trace this back through the Journal entry to see if the accounting was being completed at time of entry? if it is then try to open the invoice from the Journal Entry and see what payment method is recorded. You indicated that the vendor is set to be Pay Later, did this hold in the original input of the invoice? Does this always happen with one or more vendors? Try to see if their are any consistencies with the invoices affected? I am sure you have probably checked this already but go through it again. We have to decide when the change is being made to the payment method/timing..