Where do you set the flag for handling out-of-period invoices? (Invoices that apply to closed periods)

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How do we get these to post to the first available day after the closed period instead of having to deal with error messages and the whole correct error process? Our entry clerks don't know when accounting has closed a period until they start getting posting errors.

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Jens Glathe 6,092 on at

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RE: Where do you set the flag for handling out-of-period invoices? (Invoices that apply to closed periods)

Hi Raokman,

another issue, another round of "this isn't implemented in NAV". Sadly. The only location where NAV behaves (nearly) as you would like is for the Adjust Cost batch.

The functionality you want to have can be implemented relatively easily and straight-forward. But it is a code change. I think I'll do it just for the fun of it. I'll keep you posted. What build of NAV2015 do you have?

with best regards

Jens

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Alexander Ermakov 28,094 on at

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RE: Where do you set the flag for handling out-of-period invoices? (Invoices that apply to closed periods)

Entry clerks sometimes need to think :-). Moving posing of invoices automatically to the first date available in the opened period might be tricky. E.g., you should consider difference in currency exchange rates if you operate with invoices, nominated in foreign currency, as the rate at this date might be different from that one at the date which you should have actually posted if the period was not closed. It also depends how your company treats unrealized currency exchange differences. The same might also affect realized currency exchange differences when applying your entries.

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Jens Glathe 6,092 on at

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RE: Where do you set the flag for handling out-of-period invoices? (Invoices that apply to closed periods)

That's an important point to consider, right. It boils down to the question if the system actually posts what the user intended to do, and if it is allowed (as in not illegal). So... let's discuss it a little. :)

Basically, you can post at any date at any rate. More or less. If you enter an invoice for a date that is closed, the system will look up the exchange rate for the date and apply it. You can change the rate in the journal or document as long as the currency pair allows it. To any rate. And you can post it. As long as you move the posting date and not recalculate the exchange rates, the system will post what the user actually wanted, only at a date where he is allowed to do it. So... it's allowed.

Now to the more problematic parts: Applying can only be done at the exchange rate of the application date. So, we can't allow to move the application date if it is in a closed period. It basically wouldn't matter if all entries have the same currency (it always nets to the exchange rate difference between invoice and payment, regardless of the actual application date (and rate)), but it is a real issue in mixed-currency scenarios.

Also, "Adjust Exchange Rate" and "Close Income Statement" must take place at the date that was specified.

Now, how do you implement this. First we need to talk about what a "closed" period is. In NAV, there is normally no such thing for the G/L. As long as the posting date range is open to you, you can post it. If you post into a period marked as closed, it will marked as "Prior-Year entry". You actually can code really "closed" periods, and even close them by month. But not in standard NAV.

If it's not "closed period", it is "different allowed date range". So you need to calculate the first allowed posting date for the user, check if it is after your desired posting date, and use this instead. I would suggest to use a tolerance period, to avoid really large date differences. This calculation should take place where it is allowed, not in CU12. Like, CU13,80,90,442,444,5980. And it needs to check if the document or journal line to post has currency and application information in it.

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RE: Where do you set the flag for handling out-of-period invoices? (Invoices that apply to closed periods)

Let's take an example.

If it is related to Posting Sales Invoice > You can do small customization as follow.

1) Check the User Permission > Allowed Posting From (User Setup or G/L Ledger Setup)

2) Check the Posting Date at Sales Invoice Header

3) During Posting, If Posting Date is less than Allowed Posting From, Provide the confirmation message to change the posting date at Sales Invoice Header as "Allowed Posting From". If user confirms the date, go ahead and replace the Posting date as Allowed Posting From Date".

This way, you are not touching the standard NAV posting routines, and would work fine as expected.

Hope this helps.

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Community Member on at

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RE: Where do you set the flag for handling out-of-period invoices? (Invoices that apply to closed periods)

Thank you.

Multi-currency is NOT an issue.

Version is US Dynamics NAV 8.0.38457,JF8.00.02.00 8.0 44363.0

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Jens Glathe 6,092 on at

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RE: Where do you set the flag for handling out-of-period invoices? (Invoices that apply to closed periods)

Hi Raokman,

ok, to read this right: NAV NA 2015 CU1 (8.0.38457), some AddOn I don't have access to (JF8.00.02.00), and runtime version is NAV2015 CU15 (44363).

with best regards

Jens

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Jens Glathe 6,092 on at

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RE: Where do you set the flag for handling out-of-period invoices? (Invoices that apply to closed periods)

Hi Raokman, you can download the object package from here. It is the "simple" version without checking currency and application. This check can be added in CU52741 without touching the other objects, though. This is implemented on NAV2015 NA CU1, I suggest you let your NAV experts merge this against your application. A test database for checking it out would be a good idea ;)

The setup is pretty straight-forward:

You have the same fields for every user in the user setup, it must be activated for the user and in the G/L Setup.

It is implemented for:

- General Journal, but not for Recurring Journals,

- Sales including Prepayments,

- Purchase including Prepayments,

- Service.

All other "special/system" posting routines don't have this functionality.

with best regards

Jens

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