[Joni Finnell]

Hello Fellow GPUG Members,

We have ran into a bit of a snag. One of our A/P staff has posted an invoice with an invoice date of 3/20/28. Yes, 2028. 😎  So, we need to void it.

When we try to void it (even with sa access) we get the following error “Fiscal period for the posting date does not exist”. The weird thing is the posting date of the original transaction and the void transaction is 2/27/17. So, I can only assume (which I don’t like to do) that this error message is really for the invoice date which defaults to the void date during the void process (3/20/28). It has been my experience that you should leave the dates as they default to allow a clean reversal of the original data. 

We have run into this situation before but the date was usually within the next fiscal year and that fiscal year was either already created or easy to do. Since I can’t create fiscal periods for 2028 yet is there another way to fix this? Probably in SQL?

Any help would be appreciated.

Also, we are using the “Doc Date Verify” in PSTL, which apparently isn’t doing it’s job or not set up properly. From what I can tell you only need to select the box next to the option to activate it, right?

Thanks in advance.

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Joni Finnell
Project Accountant/GP Troubleshooter
Consumer Support Services, Inc.
Newark OH
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[Leslie Vail]

Hi,
I’m surprised that the PSTL setting didn’t prevent this, but that doesn’t help you now. What I have done in this situation is to create the year I need – in your case it is 2028 – and then void the document using its original posting date. Next, you should probably delete that errant year using a direct SQL entry, or just mark everything as closed to prevent entry. Normally, I remove the historical transaction and then delete the year.
Kind regards,
Leslie

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Leslie Vail
Accounting Systems Consulting, Inc.
Dallas TX
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[Steve Erbach]

Joni,

we get the following error “Fiscal period for the posting date does not exist”. The weird thing is the posting date of the original transaction and the void transaction is 2/27/17.

I’m pretty sure you mean the “Posted” date, not “Posting” date.

We have a similar situation with a set of A/R invoices that were paid on 12/23/2016! So, got ya beat by several decades!

I’m preparing to alter that date in SQL once I find all the tables that are touched by this issue. I have a SQL stored procedure that lets me search for a value in every field of every table… but I’m having trouble looking for a date value. I can find the invoices all right, and that should be enough… but I’d like to make sure to locate all occurrences of that bogus date, too.

I don’t have a GP user interface solution for you. When I asked here about my invoices, I was told that the usual way to handle it through the GP UI is to void the invoices and re-enter them. But you’ve brought up an interesting error about the fiscal period. I had not tried to void them first… I looked right away at doing it through SQL.

I await other answers with great anticipation.

Sincerely,

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“Sparkly” Steve Erbach – Business Analyst & MS Dynamics Platform Administrator
WOW Logistics Company – Appleton, WI
VP for Communication, GPUG WI (Milwaukee) Chapter
Co-Chair, GPUG WI (Green Bay) Chapter
GP 2016 (16.00.0439)
MR 2012 CU15
Blog: https://www.gpug.com/blogs/steve-erbach
Twitter: @serbach
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[Steve Erbach]

I meant “12/23/2106”! Sheesh! Can’t even correctly type a typo!

Regards,

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“Sparkly” Steve Erbach – Business Analyst & MS Dynamics Platform Administrator
WOW Logistics Company – Appleton, WI
VP for Communication, GPUG WI (Milwaukee) Chapter
Co-Chair, GPUG WI (Green Bay) Chapter
GP 2016 (16.00.0439)
MR 2012 CU15
Blog: https://www.gpug.com/blogs/steve-erbach
Twitter: @serbach
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[Leslie Vail]

Hi,
Subledgers don’t care about posting dates. Their life is controlled by the document date. If you put in the year 2028 as the doc date, it will dutifully post to 2028 in the subledger. That’s what the PSTL module option is supposed to prevent (if you do not have 2028 set up as a fiscal year). In that the message said Posting date, I presume the entry was stopped at the general ledger. If you have an entry posted to the subledger in 2028, you would need to go through the procedure I described if you want to stick with a UI solution. Sparkly’s answer will be quicker, but I’m a coward when it comes to direct table edits.
Kind regards,
Leslie

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Leslie Vail
Accounting Systems Consulting, Inc.
Dallas TX
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[Kevin Powell, CPA, CGMA]

When I was a GP consultant for over a decade, I always went with Leslie’s solution (I am more of an accountant when it comes to hitting SQL at times).  But the main issue is this has been an issue since at least V3.5 that I started with.  I wish GP would make this a straight setup option vs PSTL and give the option for forcing a Fiscal Period to be setup or not.  Always hated going to clients and seeing documents dated 2 decades in the future.

Now as a end user returning to the Accounting arena…I tell IT what scripts to run to get it changed in SQL…go figure.

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kevin powell
IMC Companies, LLC
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[Pamela Small]

I’ve had this happen twice. If you have Administrative (unrestricted) access, you can just change the invoice date in the Open/ Posted Transaction table- PM20000 to the current or correct date and it will allow you to post, void, etc.

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Pamela Small
Accounts Payable Manager
NHS Management, LLC
Tuscaloosa AL
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[Jen Kuntz]

On the PSTL side of things, it may be worth checking these couple of things in case there’s a reason why it didn’t work as expected:

• Is PSTL installed on the workstation where the user posted that document? It only works on the workstations on which it is installed.
• Is the setting enabled in the company you posted the document? Obviously if you only have one production company then the answer is yes, based on your post, but if you have more than one company, check that it’s set in each company. At least I *think* it has to be enabled per database (now that I write that, I’m not 100% sure).

Jen

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Jen Kuntz, CPA, CGA
Microsoft MVP, Business Solutions
Kuntz Consulting Inc.
Cambridge, ON, Canada
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[Beat Bucher]

Jen,
There were 2 things that struck me :

Is PSTL installed on the workstation where the user posted that document? It only works on the workstations on which it is installed.

Jen Kuntz,  yesterday

I always had in mind that those type of settings where system-side enabled … And I went straight to my Test company to validate this.. According to Richard Whaley’s excellent book about PSTL, “the tools should only be installed on very few selected workstation, typically IT users, or on the server. They are not intend for the typical end-user”.
I have the PSTL only installed on my server and use a local GP client without the tool setup on my system.. I fired up a Test company where I checked the ‘Doc Date Verify’ is enabled, and it works on  my local GP client..

It is true, as other mentioned, that it doesn’t prevent fully to enter a wrong date, as you can chose to continue (and the button is selected by default, which is dumb, as it’s too easy to just hit enter and cotinue), or cancel and return change the faulty date.

At least I *think* it has to be enabled per database (now that I write that, I’m not 100% sure).

Jen Kuntz,  yesterday

This is true, and validated that too.. The settings (and the tools by essence) have to be enabled on a per-company basis.

Here’s the excerpt from the manual about where it applies :

So be aware that it doesn’t cover ‘all’ the date fields in GP.. only on selected documents where the date plays a critical role.

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Beat Bucher
Business Analyst, Dynamics GP MVP
Ultra-Electronics Forensic Technology Inc.
Montreal QC/Canada
+1-514-489-4267
@GP_Beat http://dyngpbeat.wordpress.com/
Montreal QC GPUG Chapter Leader
GP2013R2 / MR2012 CU14
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[Joyce VanJura]

Here is what we do when an AP Clerk types in the wrong Invoice Date.  Usually we keep the invoice date wrong, but go in via Transactions-Purchasing-Edit Transaction Information and correct the Due Date so that transactions gets paid on time.

If this doesn’t work for you then to void the transaction, you should be able to change the Void Date to match the Posting Date so that it gets voided in both the subledger and GL/financial side.

Regarding the PSTL setup, it doesn’t prevent an invoice date in a future/not setup fiscal period, it just warns the user.  Clicking Continue on the error message does not force them to change the date.

 

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Joyce VanJura
Business Applications Manager
Luby’s Fuddruckers, LLC
Houston TX
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[Thomas Hill]

In our GP2010 we have lots of these funky dates.  POs that were created with dates centuries out.  We have invoices the same way.  I am not sure about the Sales Module.  GP does not prevent these.  If I try to post to next month, which is not open, no go.  Post to a non-existent month and sure go ahead.  It is a little humorous, but not really.  I have observed that checks could be selected to use invoices with those dates no problem.  Invoices could be matched to POs with those dates. 

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Thomas Hill
Accounts Payable – Expense Processing
M&A Technology, Inc.
Carrollton TX
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[Amber Bell]

Hello Joyce,

I had the same thing happen before on my test company (it had the warning…but it let me click past it)…but now I cannot get that to happen. If anyone has any ideas on how that can happen, please let me know.

Here is what happens for me:

1. Under PSTL, check the box by Doc Date Verify (note, clicking inside the radio button does not enable this feature…as far as I could see…it does nothing).
2. When I try to enter a wacky future date, it pops up and no matter how many times I click “continue”, I am stuck and keep getting the error.

Here is info from the PSTL manual:

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Amber Bell
Training Dynamo LLC
Email: amber@trainingdynamo.com
Website: http://www.trainingdynamo.com
Twitter: @trainingdynamo
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[Joni Finnell]

Thanks to everyone for your input and great suggestions!

It sounds like this turned out to be a good topic for all. 😎

My apologies for not checking the answers sooner. I was neck deep in getting the 1095s processed. 8->

Is it possible that the PSTL message window isn’t popping up? I have run into some weird permissions issues in GP where windows haven’t popped up when it would be helpful. I’ll sit with the A/P clerk and verify if she is getting the message then respond to this discussion thread again.

Leslie – I was leaning towards your suggestion when I posted my question but I wasn’t sure if I was allowed to create a fiscal year for 2028 without creating one for 2018 through 2027 first AND not mess things up. Can you give me specifics to “remove the historical transaction and delete the errant year using a direct SQL entry”? I don’t feel comfortable with leaving 2028 in GP either. Plus, I figure it will probably create an issue when we upgrade later this year. 😎

Kevin – would you mind sharing the SQL script that you give to your IT to run?

Thanks – Have a great day!

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Joni Finnell
Project Accountant/GP Troubleshooter
Consumer Support Services, Inc.
Newark OH
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[Leslie Vail]

Hi Joni,
Creating a fiscal year way out in the future doesn’t mess up any of the years you skipped. I get rid of it because it’s out of order and I don’t want it there. To delete the errant year you need to use SQL and edit the SY40100 and SY40101 tables. I always remove the transaction history for the errant entry first so that I don’t have any orphans hanging around.
Kind regards,
Leslie

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Leslie Vail
Accounting Systems Consulting, Inc.
Dallas TX
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[Joni Finnell]

Thanks Leslie!

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Joni Finnell
Project Accountant/GP Troubleshooter
Consumer Support Services, Inc.
Newark OH
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[Joni Finnell]

In regards to the PSTL message window not popping up…I had said in my last post that I would sit with our A/P clerk and verify if she is getting the message then respond to this discussion thread again. Well…the only time she gets a message is when she uses an invoice date in the past and the period is closed (“The fiscal period that contains this date is closed”). It gives her the option to “Continue” or “Cancel”. It does not pop up when she uses a date in the future. She uses her local install of GP.

When I go through our server and use my local install I get the same message as she does PLUS when I use a future date I get “A fiscal period for this date has not been set up”. However, it only gives me the option to “Continue”. But I can change the date after I select “Continue”.

Is there a setting that allows me to get both messages and her only one? Maybe the message she gets is a normal function of GP and the future dated one that I get is PSTL doing it’s job, which then means PSTL is not working on her local install?

Thanks for your additional help.

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Joni Finnell
Project Accountant/GP Troubleshooter
Consumer Support Services, Inc.
Newark OH
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[Beat Bucher]

Joni,
Are you sure we’re talking about the same company ? the function in PSTL needs to be set for each company individually.. this is not a global setting affecting all the companies.

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Beat Bucher
Business Analyst, Dynamics GP MVP
Ultra-Electronics Forensic Technology Inc.
Montreal QC/Canada
+1-514-489-4267
@GP_Beat http://dyngpbeat.wordpress.com/
Montreal QC GPUG Chapter Leader
GP2013R2 / MR2012 CU14
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[Joni Finnell]

Beat:

I have verified that PSTL is not installed on her computer. The company database is marked properly on the server. When I run a test on the server and through Citrix I get the message windows. I know you said that PSTL doesn’t have to be installed on each workstation but I’m not sure what else it could be. So, I am going to try installing PSTL on her workstation and see if that takes care of it.

I’ll get back to you.

Thanks!!

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Joni Finnell
Project Accountant/GP Troubleshooter
Consumer Support Services, Inc.
Newark OH
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[Beat Bucher]

Thank you Joni,
Did you try to login with your user account on her workstation to perform the test too ? you mentionned the server and Citrix only..
Wondering if it’s not a security issue somehow..

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Beat Bucher
Business Analyst, Dynamics GP MVP
Ultra-Electronics Forensic Technology Inc.
Montreal QC/Canada
+1-514-489-4267
@GP_Beat http://dyngpbeat.wordpress.com/
Montreal QC GPUG Chapter Leader
GP2013R2 / MR2012 CU14
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