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Duplicate Entries created by Receiving Transactions

Hello,

I have multiple Receiving Transaction Entries (in the same batch) that appeared post all the way through the Purchasing Module and Financial module once, but then later on in the month we noticed that there was a batch hanging out in the Financial module. This batch ended up being posted and now it appears all of these entries are duplicated in the GL on both the credited side of the transaction and the debited side (which is, in some cases, inventory). I suppose I could make journal entries and reverse the duplicates, but we do try to avoid that when it comes to inventory accounts. Any recommendations? Not sure why this occurred as our setting should've allowed this batch to post in the subledger and the general ledger automatically. Any advice on how to avoid in the future (other than not posting the second mystery batch) would be greatly appreciated!

Thank you,

Georgia

Categories:

Inventory and warehouse management

Financial Management

Manufacturing

Thank you for using forums. I’m happy to help you with your question.

It does indeed look like you are having some type of posting issue where GL is getting posted to multiple times for Receiving's transaction/batches. Inventory and Accrued Purchases looks to be hit multiple times (duplicated per account) on 12/5. Typically there is some sign of an issue somewhere in GP and many times no one is reporting it. Some times users may not even realize what an interruption can look like. Maybe things are getting hung up and so they force GP down or they get an error, but select ok and it continues. Any of those can cause data issues. So I encourage you to discuss what interruptions may look like with end users that post PO batches to start with and have them report anything that doesn’t look right. It could even be a situation where the user posted a batch and for some reason it didn’t finish and when they go back into the batch window, they see the batch still there so they try to post again. But really hard to say after the fact. It’s all speculation until you talk with them.

I’m not aware of any issues off the top of my head regarding this so here is what I suggest you trying to do (in addition to talking with them) to help narrow in on the issue.

1. Determine who all has access to post POP batches. Make sure each day EACH user CREATES their own new batch id. Make sure they use the date/name in the batch id so you can start to track this information. They can save their own transactions in their own batches.

a. Doing this allows you some insight to where the duplicates originating from. Is it an issue with a specific user and/or workstation. If we find it’s always a specific user/workstation having the issue, see if they can post from a different machine for awhile to see if that eliminates the issue. If it doesn’t then we know it’s not the workstation so in that case create a new user ID for them to use for awhile to see if that makes a difference.

2. If possible (depending on your business) see if you can wait to post batches until the end of the day. That would give you the ability to create a backup before posting.

a. Doing this allows you the ability to restore the backup to a test company if the issue occurs to see if you can replicate the problem. It helps to determine if it’s a network issue during posting or if there is a data issue prior to posting that is causing this issue. So, it can really help narrow in on the issue.

3. Always print an edit list prior to posting for EVERY batch. Pull up the batch id in the Batch entry window and select File > Print. The edit list would have errors on it if there is an issue with the data. This will ensure the data is good before posting.

I would start there and see where that leads you. Hope this is helpful!

Adam G.

Microsoft Dynamics GP

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