Case Study

Preventing Duplicate Payments with Business Rules

  • Create batch from within P21 
  • Choose Company and Bank Account Information 
  • Save as text file and CSV 
  • Export history 

Occasionally, seemingly at random, a payment would be duplicated.  This caused significant distrust in the system and resulted in the client manually checking the payable file every day. 

The current solution was a complex SQL integration services packaging running essentially as a “black box”, meaning that either it worked, or it didn’t, without an opportunity to run it a second time. 

A client recently approached us about solving a few ongoing issues with their process for sending a check/payable file to their bank for automated processing through the Epicor Prophet 21 ERP system. The client needed a solution and needed it quick.  With one of their Accounts Payable team members going on extended leave, they were already going to be shorthanded, and there simply weren’t enough hours in the day to keep managing this process manually. 

The Atlas team jumped into the project and immediately identified a flaw in the SQL code that created the pay file.  It wasn’t designed to handle multiple companies, so anytime their 2 companies had a shared supplier record, the data got doubled.   Fortunately, it was corrected quickly for them in the existing solution so that we could focus our attention on the bigger picture of creating the pay file.

Our development team reverse engineered the file format, and then created a business rule, launched from the Prophet 21 ERP system’s main menu, which displayed a window allowing the user to choose the company and bank account information, along with the check date, and create a new check batch for upload to the bank.  The solution saved a text file for the bank and a CSV file for the client’s records.  We also added a history feature, allowing them to export any previous check runs just in case there was ever a need for them. 

Thank you Andy and the team at Atlas! You have saved my accounting team countless hours of work with all that you have done for us. You are quick with solutions to our problems and they have all been extremely helpful! You have helped me build a more efficient department for my company!!