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GP 2018 PTE Account Index Error when approving Timesheet

  • 1.  GP 2018 PTE Account Index Error when approving Timesheet

    Posted May 04, 2018 08:46 AM
    Hi ,
    Has anyone encountered this problem before ..  here is the scenario.
    i'm currently testing GP 2018's  PTE timesheet & expense entries for Project Accounting with the Web Client for non-GP user's (i.e. defined as Web-Client only), like I need to replace our current Business Portal / PDK solution in 2013..
    Setup was a little cumbersome until I got the proper Workflow in place and was able to have some test users in AD setup with reporting managers..
    As I submitted for a valid employee the first time sheet, notification went out for approval by e-mail and manager logged into GP (Web Client too) to approve the TS report in PTE.. As this was a very basic TS with only one project & cost category that has been used for years in GP, we know that this should pose no problem.. but when trying to approve the TS, it got rejected with an error message stating that there was an Account Index error and it needed to be fixed 1st before it could be approved :

    Document XXXXXXX-TS-042118-1 has been Rejected by Manager1.

    User comments:
    Manager1, 5/3/2018 2:27:00 PM: Account Index errors exist for PTE Timesheet: XXXXXXX-TS-042118-1. Please notify your system administrator. These errors must be fixed before this timesheet may be processed. : This account doesn't exist in the General Ledger.

    As stated, Project & CC had been used for years and there is absolutely no issue with that setup.. However, I recently was made aware of an issue with the Web Client & Account Level Security in GP (which we use and have in place for years too), by a blog post from @Jennifer Kuntz :

    She offers an alternative solution which consist of defining the GP web-client-only users to become a regular GP user with SQL account to circumvent the bug.. I haven't tested this scenario yet, but I'm certainly not going down that path if I have some 250 employees to add to GP as Web-Client users to allow for TimeSheet & Expense report entries..

    I'd love to hear if others haven encountered the same problem and how you fixed it..
    Thank you.

    Beat Bucher
    Business Analyst, Dynamics GP SME
    Ultra-Electronics Forensic Technology Inc.
    Montreal QC/Canada
    Montreal QC GPUG Chapter Leader
    GP2013R2 / MR2012 CU14

  • 2.  RE: GP 2018 PTE Account Index Error when approving Timesheet

    Posted Feb 20, 2020 07:41 PM
    I know this is an old question, but I just came across the same issue and have managed to fix it so thought I'd share.

    For us what had occurred is that the new employee didn't have a Contra account value set in their Payroll>Employee card (Project button>Accounts). Adding a value here fixed the issue.

    Shaun Daws
    Sydney NS

  • 3.  RE: GP 2018 PTE Account Index Error when approving Timesheet

    Posted Feb 21, 2020 10:58 AM
    You need to look at the project to see where the Account numbers are being pulled from in each cost category - Project Card -> Budget -> Cost Category -> Item -> Accounts. There are a few options : None, Customer, Contract, Project, Cost Category, Vendor, Specific, and Item. You need to confirm the referenced accounts are active or created. Keep in mind with the Project, you can set the Account Segments Override to select how you want to change the segment.

    There is no magic script to tell you exactly what the issue is so you need to rely on templates and your employee on boarding process to cover your basis.

    I did engage MS on this for a support case, and they did not offer an easy solution to find these account issues. If you find something, let me know.

    There is good amount of change related to PTE and it might be a good idea to partner up with someone who has done transition.

    Good Luck!


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