Samantha Walter
Forum Replies Created
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Good Morning,
I’m not sure if this has been answered elsewhere as I do see this is an older post, but I wanted to touch base.
A few questions for you:
1.) Is this happening all the time or sporadically?
2.) Do you see any consistency in it only happening to certain vendors?
3.) If #2 is yes, you might check items 2 and 3 in the common causes notes below as it may be related to vendor set up.
Some of the more common causes can include:
1.) Pad Blocks – check to see if your bank requires padding. If not, uncheck the box. Not sure why this would suddenly cause an issue, but it’s something to look into.
2.) Check to see if the multiple addenda records box got marked in the EFT File Format Maintenance window. Marking this option will include all addenda lines with the detail file. If it is unmarked, it should only include one addenda line which it sounds like what you want.
3.) Check your vendor settings. Having a vendor set to One Payment per Invoice or per Vendor. Having multiple invoices/payments for a vendor in a single go can cause some issues if not properly set up throughout.
Does that make sense? let me know if you have any questions or there is anything more I can do to assist.
Thanks,
Samantha Walter
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Hi @Christine –
There are several things that can cause the subledger not to match the GL. We’ll start with low hanging fruit.
1.) Are you running the Historical Aged Trial Balance report? There are others that don’t work as well for this purpose.
2.) Are you choosing to run based on document date or GL post date?
3.) Are you choosing to exclude credit balances?
If it’s easier, please add a screenshot of your report parameters before you run it, and I’ll take a look. If it ends up not being a report setting, then we can talk about other potential causes of discrepancies.
Thanks,
Samantha Walter
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Hi Deanne,
Can you confirm what you mean when you say PM-Invoice? What screen are you using? Most payables related to project accounting start life in the Purchasing side of the house (PO’s or Receivings Transaction Entry).
I’ve written several things for clients who use project accounting, but knowing what screen your invoices originate on will help me hone in on what window (and by extension which tables) you need.
Best,
Samantha
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Hi @deanne –
A few questions for you to help with this:
1.) Is this a new error? If yes, has the PO been modified recently? If so, what was the modification?
2.) Is this happening to only one user or multiple users across multiple machines?
There can be a number of things that cause this so knowing a bit more information would be helpful.
Best,
Samantha
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Hi Stephanie,
The first step is to update the aging bucket set up in GP.
Go to Sales>>set up>>Receivables or Go to Microsoft Dynamics GP>>Tools>>Set up>>Receivables. From here you can control whether you age by due date or document date and create the custom buckets you want.
Below is a link that walks you through how to add to the summary AR HATB. The same general logic would apply to the detail version. Please note you may need to repeat some of the steps (adding the actual fields) if you are adding more than one additional bucket.
https://learn.microsoft.com/en-us/troubleshoot/dynamics/gp/add-aging-buckets-the-report
If anything in the link doesn’t make sense, please just let me know.
Best,
Samantha
learn.microsoft.com
Add aging buckets to the report - Dynamics GP
Describes how to use Report Writer in Microsoft Dynamics GP to add aging buckets to the RM Summary Historical Aged Trial Balance report.
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Hi Howard- it’s a little quirky with the naming convention on the forms, I’ll admit.
Any SOP document that’s been posted uses the history form even if it has a status of “open” in GP in regard to whether you’ve run paid transaction removal.
In the case of the invoice forms, “history” just means posted and can’t have amounts and such edited.
Are you familiar with how to get word templates created and assigned?
Best,
Samantha
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Hi @hblitsteindatasystemservicesllc-com – do you happen to send the batch invoices BEFORE you post and are trying to send this individual invoice AFTER you post?
If so, then you’re running into the difference between forms -the unposted invoice uses the template you’re talking about, but the posted invoice will use a history version of the invoice. I would check and see if the history version has a word template assigned to it.
Best,
Samantha
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Hi @christine-polifkaus-bigdaishowa-com
I’ve outline some basic answers below, but you can message me directly if you’d like, and we can schedule a call to go over things in more detail, show you some demo stuff if you’re a visual learner like me. š
1.) Is there any documentation for prepayments?
A: Yes there’s so many options. The actual set up of the functionality is fairly easy. It’s the “how you use it” where it gets nuanced for how works best for your organization. The article below from Crestwood Associates is a good place to start, but googling “Dynamics GP how to set up purchase order prepayments” will get you a plethora of options to look through!
https://www.crestwood.com/2018/02/01/purchase-order-prepayments-dynamics-gp-2016/
2) What does the posting journal show
A: What do you mean by posting journal? The PO itself doesn’t generate a true posting journal. The prepayment will create a credit to cash and a debit to whatever account you set up as the prepayment account.
3) General ledger ā what does it show
A: The general ledger will have a payment transaction (check, EFT, credit card, or manual payment) that has a credit to the appropriate account based on payment type and a debit to the account you set up as the prepayment account.
3) How does a check get issued (we do live checks)
A: When you are doing the data entry for the prepayment, you can designate that it will be a check. That sends information to GP’s payment printing functionality. You will create a payment batch, indicate that it is for PO prepayment, and then when you build/edit your payment batch, you will only see PO’s that have prepayments pending.
4) Receiving and match PO Posting Journals -what will this show for inventory
A: When you receive the inventory in, you will debit inventory for the received value, you will credit
the prepaid account for the portion of the received inventory that can be covered by the prepayment. If the received inventory exceeds the deposit amount, the remaining credit will be to your RGNI account as normal. This is assuming you are doing a separate processes for receiving and invoicing. If you combine the two, then any excess credit that is still owed to the vendor would be invoiced against the appropriate AP account.
5) how will the final payment be done
A: When you receive an invoice, whatever balance cannot be covered by the prepayment still creates the payable in GP. You would cut a payment against that remaining balance like normal – check, ACH, credit card, etc.
A few things I will point out as things to consider having worked with several clients on this:
1.) There’s no clean/easy way to do multiple prepayments on a single PO. It’s a one to one approach. If you need to do multiple prepayments, then that becomes a bigger conversation about how to accommodate that.
2.) You don’t choose how to apply that prepayment. If you’re prepayment is for $10,000, and you receive $8,000 worth of inventory in the first shipment, then $8,000 of the prepayment will be applied to that. You can’t say “oh it’s $5,000 for the first shipment, and then $5,000 for the remaining shipments”.
Let me know what doesn’t make sense or if you’d like to schedule time to talk through this and other items you may have questions on.
Best,
Samantha
crestwood.com
How To:Ā Purchase Order Prepayments in Dynamics GP 2016 - Crestwood Associates
Microsoft Dynamics GP 2016 enhanced the procedure to place prepayments on purchase orders making it easier when requiring an upfront payment from customers. Setup First, you must setup prepayments in the purchase order processing window.Ā Go to: Tools>Setup>Purchasing>Purchase Order Processing. … Continue reading
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Hi @Christine – I’m sorry for the delay. For some reason, I’m not getting notifications of the replies even though I checked the box to notify me (note to self to dig into that later!).
The historical aged trial balance is the recommended report to try to tie to your GL. I would recommend running that report over the Aged Payables with options. We can go into the details of why that report is recommended over the Aged Payables if you’d like, but for now I’ll focus on helping you get reconciled.
In addition to running the Historical Aged Trial balance instead,if you’re trying to reconcile to the GL I would recommend the following changes to your report options:
1.), Do not credit balances because those, in theory, were also posted to the AP GL account and could cause reconciliation issues.
2.) Do exclude unposted Applied credit documents. The fact that they are unposted means they will not be reflected in your GL which will automatically cause a subledger to GL recon issue.
If those changes don’t fix the problem, then we start talking about how to dig – when was the last time it reconciled properly, etc. we’ll cross that bridge when we get to it. š
Thanks,
Samantha
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Hi Deanne,
Kerry Hataley has given you a great starting point with the PA30XXXXXX tables – if you’re talking the receivings transactions specifically, I would look at the PA301101, PA31102 and PA31103 tables.
The PA11800 and PA11801 are my go to tables as well because they combine history information for you. Based on your replies though it sounds like your folks aren’t running the Combine History Utility (the process Kerry Hataley is talking about) to make those tables usable. I’d look into having them run that utility as well.
If that doesn’t get you what you need, there are some things you can do with different views to combine things, but bout 95% of the time the two groups of tables above will get the job done when combined with GL information.
