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Journal entry question

  • 1.  Journal entry question

    Posted 13 days ago
    Edited by Monya Maccio 13 days ago
    Hi there!

    One of my users had the following issue and I'm not 100% if there is anything I can do. He thinks that isn't causing a problem, so nothing should be done but I believe I there are some adjustments I should make in SQL, just not sure how to go about it.

    "My GP got hung up and was just spinning for several minutes. So I just shut it down. I was in the middle trying to edit a general journal entry, #363xxx, that did not balance yet. I was hoping it would be deleted after I shut down. It appears per the below screenshot that items in the entry were not posted to the account. I know the balance shown is the correct balance before I started my entry.

    Then I ran a SmarList of the account. It shows transaction #363xxx with all the entry items I had started. Again, they don't appear to have made it onto the actual general ledger balance shown below.

    My question: Can the unfinished journal entry #363xxx information be removed? Just so a future SmartList would be accurate.

    When I opened GP again, the entries appeared to be posted, and with a date of 1/01/1900. So they don't affect any balances for 2020. The only way to see them is to run a SmartList of (Account #) with no date parameters. "


    TIA!


    ------------------------------
    Monya Macció | IT Business Applications Manager | Kroenke Sports & Entertainment

    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: Journal entry question

    GPUG ALL STAR
    Posted 13 days ago
    Hi @Monya Maccio

    One of two things is happening.

    1)  The transactions posted but you need to run Reconcile on the current year to update the temp tables that drive that inquiry window to get it to update those.

    or

    2)  The transaction is not yet posted and is orphaned in the GL10XXX tables without a batch number and can't be pulled up in the Application.

    if you can pull up the JE by typing the JE number in on a regular General Transaction Entry Window then it was never posted and you can just delete that JE.

    If you run reconcile and it shows up in the Inquiry screen after that then it did post but did not update the Temp Tables.​

    ------------------------------
    Jo deRuiter
    Aisling Dynamics Consulting, LLC
    ERP Practice Manager
    jo.deruiter@aislingdynamics.com
    9518674366
    Alpharetta, GA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: Journal entry question

    Posted 13 days ago
    Thank you so much @Jo deRuiter​!

    I'm unable to pull up the JE so I'm guessing I'll have to try and run the Reconcile. I will be running it this evening once all users are out of GP and after I backup the company.
    Is there anything else I should be doing after I run the reconcile? I forgot to mention that this company uses AA codes, not sure if that changes anything.

    ------------------------------
    Monya Macció | IT Business Applications Manager | Kroenke Sports & Entertainment
    Pepsi Center, 1000 Chopper Cir, Denver, CO 80204 USA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: Journal entry question

    TOP CONTRIBUTOR
    Posted 13 days ago
    If the record is orphaned or broken in the work tables (GL10XXX) as @Jo deRuiter indicated and reconcile doesn't work, then you'll need to run Check Links.   Everyone will need to be out and a backup taken before doing so.  This happened quite a bit to one of my accountants and the only way I could fix it was through Check Links. ​

    ------------------------------
    Sean Reynolds
    IT Accounting Manager & MS Dynamics GP System Administrator
    MIC Global Services
    Plano TX
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: Journal entry question

    Posted 13 days ago
    Thank you @Sean Reynolds!

    So I just reconcile and run check links? Which logical table under the financial series? For some reason I always thought you run check links and then reconcile​.
    I'm thinking CM Transactions but correct me if I'm wrong or if there is any other table I should run it against.

    Thanks again

    ------------------------------
    Monya Macció | IT Business Applications Manager | Kroenke Sports & Entertainment
    Pepsi Center, 1000 Chopper Cir, Denver, CO 80204 USA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: Journal entry question

    TOP CONTRIBUTOR
    Posted 13 days ago
    Unless @Jo deRuiter has a different thought, I would run reconcile first to see what impact it has on the errant data.  I always try to run the least invasive process first to see if it will resolve the issue; if it doesn't, then time to bring out the big guns.   Unless this was a bank transaction I wouldn't run check links on the CM Transaction table, but you would want to run it against the Transaction Work table.

    ------------------------------
    Sean Reynolds
    IT Accounting Manager & MS Dynamics GP System Administrator
    MIC Global Services
    Plano TX
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: Journal entry question

    TOP CONTRIBUTOR
    Posted 13 days ago
    Hi Monya,

    Re: Check Links, it should be done against the "Transaction Work" Table Group - i.e. unposted regular journal entries are stored in GL10000 and GL10001...



    ------------------------------
    Ryan Galang
    BTP Technologies LLC
    CHANTILLY VA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 8.  RE: Journal entry question

    Posted 13 days ago
    @Ryan Galang @Sean Reynolds @Jo deRuiter thanks! You guys rock!

    I'll give that a shot tonight and hopefully it'll fix the issue :) Fingers crossed.                   ​​​

    ------------------------------
    Monya Macció | IT Business Applications Manager | Kroenke Sports & Entertainment
    Pepsi Center, 1000 Chopper Cir, Denver, CO 80204 USA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 9.  RE: Journal entry question

    TOP CONTRIBUTOR
    Posted 13 days ago
    You're most welcome!  Let us know your results or if you need further assistance.

    ------------------------------
    Sean Reynolds
    IT Accounting Manager & MS Dynamics GP System Administrator
    MIC Global Services
    Plano TX
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 10.  RE: Journal entry question

    GPUG ALL STAR
    Posted 12 days ago
    @Monya Maccio

    How did this turn out?


    ------------------------------
    Jo deRuiter
    Aisling Dynamics Consulting, LLC
    ERP Practice Manager
    jo.deruiter@aislingdynamics.com
    9518674366
    Alpharetta, GA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 11.  RE: Journal entry question

    Posted 12 days ago
    @Jo deRuiter ​unfortunately the reconcile didn't work and I've had to run check links. Check links returned with the following message:
    I then checked the GL10000 and sure enough it's still there
    but doesn't show in the JE inquiry window

    The entries still show up on the SmartList when I run it with no date range. See the bolded items on the attachment. However, they don't affect the 2020 balance as shown in the snip below as the user already created another JE with the same amounts:
    Can I just get rid of the JE 363425 or is there anything else that is recommended? And how would I do that? Hope this all make sense and sorry for any confusion! :)
    Thanks again!

    ------------------------------
    Monya Macció | IT Business Applications Manager | Kroenke Sports & Entertainment
    Pepsi Center, 1000 Chopper Cir, Denver, CO 80204 USA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 12.  RE: Journal entry question

    TOP CONTRIBUTOR
    Posted 12 days ago
    Hi Monya -

    If Check Links and Reconcile didn't resolve the issue, your only other option is to manually remove them from tables in SQL.   I would do this in test first and then run check links and reconcile after removing them to remove any other orphans.   Once you've confirmed all is well, then do the same thing in production.

    ------------------------------
    Sean Reynolds
    IT Accounting Manager & MS Dynamics GP System Administrator
    MIC Global Services
    Plano TX
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 13.  RE: Journal entry question

    Posted 12 days ago
    Edited by Bruce Wilkins 12 days ago

    Original Message:
    Sent: Oct 08, 2020 03:03 PM
    From: Monya Maccio
    Subject: Journal entry question

    Hi there!

    One of my users had the following issue and I'm not 100% if there is anything I can do. He thinks that isn't causing a problem, so nothing should be done but I believe I there are some adjustments I should make in SQL, just not sure how to go about it.

    "My GP got hung up and was just spinning for several minutes. So I just shut it down. I was in the middle trying to edit a general journal entry, #363xxx, that did not balance yet. I was hoping it would be deleted after I shut down. It appears per the below screenshot that items in the entry were not posted to the account. I know the balance shown is the correct balance before I started my entry.

    Then I ran a SmarList of the account. It shows transaction #363xxx with all the entry items I had started. Again, they don't appear to have made it onto the actual general ledger balance shown below.

    My question: Can the unfinished journal entry #363xxx information be removed? Just so a future SmartList would be accurate.

    When I opened GP again, the entries appeared to be posted, and with a date of 1/01/1900. So they don't affect any balances for 2020. The only way to see them is to run a SmartList of (Account #) with no date parameters. "


    TIA!


    ------------------------------
    Monya Macció | IT Business Applications Manager | Kroenke Sports & Entertainment

    ------------------------------
    Academy - Online Interactive Learning from Experts


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