MLS Payee Information

Discuss questions around local unit policies for budgeting, reconciling, etc. This forum should not contain specific financial or membership information.
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MLS Payee Information

Postby neilbrussard » Sun Dec 17, 2017 8:41 am

Is there a way to delete a payee in MLS? There was difficulty in adding a payee, system kept saying that they payee wasn't listed, do you want to add now. So we did a few times - now we have a payee listed 4 times with slightly different information in a couple of the entries. Can any of these be deleted (in trying to do this it seems that you can't remove a payee only change info). The multiple entries for one person will likely cause confusion in the future, when callings change and those of us aware of the situation no longer are involved with authorizing payments. Also could cause confusion in audits as in a rush to get things done and get home some entries list the payee as not a member when they are. Just trying to sort this and not make things harder for now and in the future. Thanks

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Re: MLS Payee Information

Postby russellhltn » Sun Dec 17, 2017 11:29 am

You cannot remove a payee that has a donation attached. So the first order of business is going to be to get all the donations under a single payee. Even then, you may not be able to delete, only "inactivate". Once it's inactive, it will delete once the retention period is passed and there's been no transactions. (That's three years plus current in the US. It can be five years plus current in other countries.)
Have you searched the Wiki?
Try using a Google search by adding "" to the search criteria.

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Re: MLS Payee Information

Postby eblood66 » Sun Dec 17, 2017 12:19 pm

To inactivate a payee in MLS go to the Finance > Add/Update Payees menu option, find the payee and change the drop down to the right of the entry to Hidden. Alternatively use the Merge Payee button at the bottom to merge the duplicate entries into a single entry (I think this will also transfer any payments associated with those payees to the remaining one). This will set the status to Merge. In either case the payee should no longer show up when selecting payees when entering expenses.

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