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[Khan Wajahatullah]

Hi,

Not sure what is going on, so thought of posting this issue in this forum which has always been helpful in sharing views/solutions as well as workarounds.

There is a item journal that the user is trying to post.

But error message is flashed on the screen where we do it.

Upon checking User Setup for posting date permission range; This is how it looks;

Some users are allowed to post in the March and some are allowed to post up to the month of April in User Setup.

At the same time our General Ledger Setup where posting dates also can be specified, shows up in this way.

The General Ledger Setup’s allow posting from and allow posting to is pointing from 1st Jan 2022 to Feb 28th 2022.
The User Setup allow posting from and allow posting to is pointing from 1st March to End of March or End of April.

What I was told by our vendor is that the user setup always takes the preference during posting of data in NAV. Even though we have defined posting date from and to in GL Setup and User Setup, the user setup always kicks in first. 

If that is the case, then why do we have posting date permission error while posting our item journals in NAV.

Anyone can suggest how to get rid of this error message and also if it can be shared in simple words the real difference of allow posting from and to in GL Setup as well as in User Setup.

Thanking all.

Regards
Khan

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Khan Wajahatullah
Hydro Style Pte Ltd
Singapore
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[Graeme Gallagher]

Hi Khan,

This is going to sound like a really strange thing to try but check what the automatic cost adjustment in Inventory Setup is set to. If it is anything other than ‘Always’, set it to never and try posting your journal again. Remember to set the field back to what it was!

If it doesn’t work, pretend you didn’t read this or curse me for wasting your time 🙂 If it does work, it means that the journal is trying adjust the cost of an historic item ledger entry record that falls outside of the user’s posting dates. Your options are to do what you just did, or open up the ‘from’ date of the user’s posting date limits.

Here is my understanding of the reason why this happens: irrespective of your chosen costing method, the system will apply cost variations to historic costs in a FIFO manner. This is REALLY frustrating if you use standard costing and deal with a lot of foreign suppliers, by the way, because… WHY would you want your historic transactions and GL shifting!! Grrrrr!!

I have been tempted to set the Inventory flield to ‘never’ but don’t know what the implications are and haven’t had a chance to do a long-term test.

Good luck.

Cheers
Graeme

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Graeme Gallagher
New Zealand Panels Group
Auckland
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[Khan Wajahatullah]

Hi Graeme,

Thank you for sharing your feedback.
Automatic Cost Posting is set as Always. (the question here is why to set it back to always after I do a test posting of Item Journal)?

I am sure that some entries still needs adjustments in the system, thats why the posting date range is out of the current range that we have setup in GL Setup and User Setup.

I did debug but it takes me to itemjnl code, see the below screen

I have no idea why and what posting dates we need to set.

GL Setup has range from 010122 to 022822. (GL Setup controls Global Posting in NAV)
User Setup has range from 030122 to 033122. (User Setup Posting permissions are special to bypass the GL Setup Posting Dates)

Why it doesnt allow us to post item jnl with the above permissions.

Thank You for your help.
see if you can help me on the above reply.

Regards
Khan

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Khan Wajahatullah
Hydro Style Pte Ltd
Singapore
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[Sofia Huss]

Hi Khan,
For most journals the mentioned setup will work. When it comes to item journals the posting date for the journal must be open in the general ledger set up. For user set up we are only checking the box, we are not setting a date for employees working with inventory. We get the same error from time to time when we miss to update the dates correctly.
We are using the date in user set up for employees that needs access to a period closed in general ledger setup. like Accountants during month end closing 
Best Regards

Sofia

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Sofia Huss
Group Accountant
Envirotainer
Upplands Väsby
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[Khan Wajahatullah]

Hi Sofia,

GL Setup has range from 010122 to 022822. (GL Setup controls Global Posting in NAV)
User Setup has range from 030122 to 033122. (User Setup Posting permissions are special to bypass the GL Setup Posting Dates)

Why it doesn’t allow us to post item jnl with the above permissions.

Note:

I tried your method/suggestion.

In GL Setup, the posting date permission I set as 1st March 2022 to 30th April 2022.
In User Setup, I set the posting date permission as 1st Jan 2022 to 28th Feb 2022.

I created a new item journal for testing, posted it, worked. good.
then I created a sales order and wanted to post it, i got posting date error…………

Now the thing is i am really lost.
What is the difference of posting date permissions that we set in GL Setup and User Setup.
I have been googling this whole thing and have never came across any good explanation for this.

Anyhow thanks for your reply.
see if you can read my latest reply and share your feedback with me.

thanking you.

Regards
Khan

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Khan Wajahatullah
Hydro Style Pte Ltd
Singapore
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[Chris Young]

Khan,

The User Setup should be left BLANK for most users, other than users that are permitted to post outside of the open accounting period.  The control of the open accounting period are the Allow Posting From and Allow Posting To dates fields on the General Ledger setup.  
The cost adjustment routine is very beneficial to accurate inventory costing / valuation and profitability reporting.  The purpose of the cost adjustment routine is to assure that any reductions in inventory (Sales, Returns to Vendor, Negative Adjustments, Transfers, Consumption) will match in costing to the supply layer that was applied.

Lets say that a receipt of goods from December of 21 was finally vouchered (Posted Purchase Invoice) in February of 22.  If those goods were received at $1.00 in December and sold in January, the cost would have been recorded as $1.00.  (depending on costing methods and other item ledger entries)  This example assumes that there was only a single receipt of goods on hand and the item is FIFO.

Now, when February rolls around and we post the purchase invoice, the Inventory is invoiced at $2.00.   We would result with a quantity on hand of 0, but an value in inventory of $1.00.(the difference or pending cost adjustment)

When the cost adjustment is run – if the G/L Posting setup is still open for January  – the addition $1.00 cost adjustment would be posted on the date of the Sales Invoice (reduction of inventory) and the Inventory valuation would be $0.00. 

If the G/L setup was closed for January of 2022 – you wouldn’t get an error… The cost adjustment of the additional $1.00 of cost of goods sold would be posted to the first date of the open period.  In this case the cost would be posted to 2/1/2022.

I hope this helps you to understand more of how the Adjust Cost routine behaves.  It is a fantastic feature of the software.

Have a great day!

Chris Young?

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Chris Young
Chief Financial Officer
Clients First Business Solutions
Holmdel NJ
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[Khan Wajahatullah]

Hi Chris,

Thank you for your reply.
I think you have explained in a great way that what is the need of using Posting Dates in General Ledger Setup and on why do we need to use the same from User Setup.

Thank you for help and I shall share it across with my Finance Manager to make them understand why the setup currently in our system is wrong. Shall put a strong suggestion to make use of Posting Dates from General Ledger Setup but if accounts would like to post in a closed period, recommend to make use of User Setup.

Thank You.
Regards
Khan

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Khan Wajahatullah
Hydro Style Pte Ltd
Singapore
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[David Wiser]

One other thing that I would point out.  When the adjust cost routine runs it first determines which date it wants to post.  This is usually the original posting date of the transaction being adjusted.  Once that is determined, the system then determines what posting date it will use.  This is determined by the Allowed-from and Allowed-To posting dates set in the General Ledger Setup Page.  If the date the system “wants” to post in is not open, the system will use the first available allowed posting date.  For example, the system may “want” to post back to 1/15/22 but the allowed dates are 2/1/22..3/31/22.  The system will post the adjustment on 2/1/22.

The last step is whether the user posting the transaction can post on that date.  This is determined based on the posting date in the GL Setup page unless overwritten for the user on the User Setup page.  In your example, the GL setup allowed dates were 1/1/22..2/28/22.  The adjust cost program will want to use a date within that range.  Unfortunately, your users can only post in March, so the system is throwing the error on the adjust cost entries and not on the journal entry you are trying to post.

This error usually only occurs as noted when Automatic Cost Adjustment is set to Always.  If you do set it to Never to get the entry to post, you will need to remember to manually run the adjust cost program to make sure that the adjustments are caught up.

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David Wiser
Sr. Solution Consultant
Tigunia
BCUG|NAVUG Board of Advisors
BCUG|NAVUG Programming Committee
BCUG|NAVUG All-Star
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