Audit Trail codes – different prefix’s in different companies in Microsoft Dynamics GP

Seemed like a straightforward enough request. Microsoft Dynamics GP 10.  Log into the US server, back up the company, create a new company on the Irish server, and force restore the back up into it. However when we started transacting in the US company once it was restored into the Irish server, we encountered problems posting transactions. The transaction posting process would fail as the audit reports were being printed. (If we suppressed printing of audit reports…the posting process completed fine). After a batch recovery we printed an edit list of the batch to be told that audit trial codes could not be assigned. Took a while but we eventually figured it out.

To resolve:

Go to Tools >> Setup >> Posting >> Audit Trail Codes. Note down the next numbers for each audit trail code, for each series (you need to click the drop down list to select each series in turn)…or you could print a screen shot of each.

Delete the Audit Trail set up data. To do this, log into the company and click on Microsoft Dynamics GP >> Maintenance >> Clear Data.  In the Clear Data window, select Company as the series and insert the Audit Trail Codes option into the delete list. Click delete.

Now go to Tools >> Setup >> Posting >> Audit Trail Codes. All of the ‘Next Numbers’ will be reset to ’1′. Reset these manually to be the next numbers you noted above.

Go to MSSQL and open a new query window.

If this is a US install that you are trying to get to work on a UK&Ireland install of Microsoft Dynamics GP, there are 5 audit trail prefixes that need to be changed. Use the folowing query to update the ‘US Install’ company, but change the Dex_Row_Id values for your particular SY01000 table. Also remember to back everything up first, and have everyone out of the system for the duration.

update sy01000 set trxsrcpx = ‘PMTRN’ WHERE DEX_ROW_ID = ‘??’
update sy01000 set trxsrcpx = ‘GLTRN’ WHERE DEX_ROW_ID = ‘??’
update sy01000 set trxsrcpx = ‘ICTRN’ WHERE DEX_ROW_ID = ‘??’
update sy01000 set trxsrcpx = ‘PMCHQ’ WHERE DEX_ROW_ID = ‘??’
update sy01000 set trxsrcpx = ‘CMTRN’ WHERE DEX_ROW_ID = ‘??’