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[Shari Bruno]

?Good Morning,

Many versions of GP ago our partner at the time told me that if we posted a batch to a future date that crossed over from one month to the other, it would hang up in the GL and our end of month reports would be off. Because of this warning I have never posted batches with a future date.

We have a situation this week where posting to a future date would make a few things easier, but I don’t want to cause an issue with our month end reports. Can anyone speak into how this effects the GL and if, indeed, it will throw off our 8/31 reports?

Thanks!

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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[Windi Epperson]

Hey Shari,
GP is made to allow you to post to whatever month you want to (and sometimes months you don’t want to 🙂 ).  The thing to watch is the difference between the document date and the posting date – this is where you can run into reconciling items.

For example, assume your posting setup is set to post based on transaction date and you enter an AP invoice dated 8/31/17, then you expand the blue arrow beside date and enter a posting date of 9/1/17.  When you run an AP aging, if you choose to age by doc date the invoice will show as of 8/31/17, which will make it out of balance with your GL since the transaction hit the GL on 9/1/17 – the post date.

But most (if not all) of the subledger trial balance reports have an option to do run the report using the posting date instead of the doc date – which will give you an apples to apples view of the data.

If your posting setup is set to post based on batch date, then no matter what the doc dates are for the transactions in the batch, they will all post to the GL on the batch date.  

Hope that helps get you started.
Windi

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Windi Epperson
President/GP Senior Consultant
Advanced Integrators, Inc.
Norman OK
405-946-1774 Ext 102
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[Shari Bruno]

?Hi Windi,

We work in batches so invoices that we would want to post to a future date would be in a batch dated 9/1. I also confirmed that our reports use posted date, which makes sense to me since we use invoice dates when entering AP and sometimes those dates are in a different month from the month of entry.

So now I’m wondering, if invoices are entered to a batch with a future posting date, do you know if those invoices reside in a Work table? We use MR for our month end statements and I’m assuming that transactions in a Work table would not be pulled into those reports. Just trying to work through the scenarios in my head. Our test companies are in rebuild mode and not available so I can’t test my theories without putting something into the live company that I might have to reverse, and I don’t want to muddy the GL.

Thanks again!

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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[Frank Heslin]

Hi Shari,

Once you post a batch the invoices will be moved from WORK to OPEN status (and tables), but if your reports are going to based on the posting date then it’s not going to include the 9/1 posted invoices in a report ending on 8/31.

I think there was a miscommunication with your partner regarding posting, either that or they gave you erroneous advice!

Hope this helps!

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Frank Heslin
Financial Systems Administrator
ExamWorks, Inc.
Atlanta GA

Member, GPUG Advisory Committee
Chairman, Georgia Regional GPUG Chapter
Summit Track Leader
GPUG All Star 2016

GP2015 R2
MR CU14

Follow me on Twitter: @Automate_It

GPUGGA – http://www.gpug.com/Atlanta

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[Shari Bruno]

?Thanks Frank!  That was two partners ago – and many past versions of GP. It’s good to know that this does not mess up the month end reports.

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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[Windi Epperson]

Shari,
You’re correct – unposted invoices would be in a Work status in AP so they would not be reflected in the GL at all.  But if you have an unposted 9/1 batch and you’re reconciling August, this shouldn’t be an issue.   You’ll be tying Aug MR reports to Aug AP transactions and hopefully they match.  

Even if you did enter and post a 9/1 batch during Aug, it should still reflect on the Sept MR and Sept AP reports so it should work out.

Thanks
Windi

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Windi Epperson
President/GP Senior Consultant
Advanced Integrators, Inc.
Norman OK
405-946-1774 Ext 102
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[Shari Bruno]

?Thanks Windi! That’s how I thought it would work.

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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