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[Sharon Hine]

Hi all,

After significant investigation yesterday on why our AP GL and subledger did not align, we discovered that there are two Payables invoice transactions that were voided and did not get posted to the GL.  There are no outstanding Purchasing or Financial module batches and our Batch Recovery window is empty.

Is there any other way to recover the GL entries that should have been posted for these transactions (to maintain the link to Purchasing)? Or, are we simply going to need to recreate the GL entries manually?

Thanks!
Sharon

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Sharon Hine
Senior Accountant
CANARIE Inc
Canada
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[Ken Hubbard]

Hi Sheron,

Outside of SQL data manipulation to the GL tables, your best option is to create the manual entry and use the description to identify the purpose Journal Entry.

You will also want to review your posting setup under Administration >> Setup >> Posting >> Posting  for Purchasing ‘Void Historical’ and ‘Void Open’ settings to ensure that these transaction types are set to post to the General Ledger.

If the posting settings are correct, you may also want to review which users have access to the Batch Entry window as the batch associated with these transactions could have been deleted after they were posted. You could consider restricting access to this window or using Field Level Security to lock down the delete button for most users.

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Thank you,
Ken Hubbard
Microsoft Dynamics Support
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[Sue Conrod]

When you void it would have created an entry that due to it not voiding in a batch would have been sitting waiting to be posted to the GL.  Unfortunately, this means that someone could have easily deleted the entry prior to it posting to the GL (especially new users not understanding why it  the entry is there).

Therefore, the only thing you can do is re-create the entry and post it.  I would also check prior to re-creating the entry.  Was the transaction voided in a different period.  Check that it is not showing up either in the month before or the month after.  You can run the GL reconcile for both of those months to make sure it is not a dating issue, prior to creating the new entry in the GL.

Sue Conrod

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Sue Conrod
CAL Business Solutions, Inc.
Harwinton CT
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[Sharon Hine]

We discovered when reviewing the Void Open Trx historical report that some of our Void transactions do not generate a journal entry.  The report lists the details of the generated journal entry and tax details for each voided transaction.  The voided transaction in question does not have a journal entry or tax details in the report.

I verified the posting settings for voided transactions – when our AP staff voids a transaction, she clicks a post button to complete the process.  We’ve never had to post a separate GL entry for these transactions. 

I will likely follow-up with our GP partner as the transactions that don’t seem to generate the journal entry are a very specific subset.

Thank you all for your feedback and ideas!  You were a great help.

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Sharon Hine
Senior Accountant
CANARIE Inc
Canada
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[Leslie Vail]

Sharon,
There is a setting in GL Setup that solved many a ‘missing GL’ problem. In the GL Setup window there is a checkbox in the ‘Allow’ section that reads ‘Deletion of Saved Transactions’. Uncheck that box. Since all transactions that come up from subsidiary ledgers, with that box unchecked, they cannot be deleted.
Kind regards,
Leslie

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Leslie Vail
Accounting Systems Consulting, Inc.
Dallas TX
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