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Dynamics 365 Community / Forums / Microsoft Dynamics SL (Archived) / Outstanding Checks
Microsoft Dynamics SL (Archived)

Outstanding Checks

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Posted on by Cynthia Audain 1,348

Hi

I have this situation where on setting up  to use Cash Manager for the first time, we realized that the cash account previously being used was not denominated so we had to set up a new account to be used.   The new account was set up in Cash Manager to begin accepting transactions in October. 

Unfortunately, checks were paid using the old account and was cleared in the bank after the Cash Manager was set up.  Since I am starting the module in October, and I will not be doing a reconciliation in the system for September, is there some how I could show these checks as being cleared?

Any advice in this matter will be appreciated.

Thanks

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  • Cynthia Audain Profile Picture
    Cynthia Audain 1,348 on at
    RE: Outstanding Checks

    Hi Miguel

    I have never seen it used before as a cash account but they insist that they want to use it as a liability account because of how they run their business.

    Seeing that it is a liability account, my guess is the CA and GL will be shown differently on the screen when it is reconciled.

  • Community Member Profile Picture
    Community Member on at
    RE: Outstanding Checks

    Hi Lisa

    I have never use a liability account as a cash account. Do you really need to use it as a cash account?

    You could do affect it either from GL, or CA but it is necesary to have it as a cash account?

  • Cynthia Audain Profile Picture
    Cynthia Audain 1,348 on at
    RE: Outstanding Checks

    Hi Miguel

    I believe all my testing gave me the required system results.  Thanks for your confirmation.

    However, there is one more thing that I want to bring to your attention.  An overdraft account, which is a liability account, is being used as a cash account in the environment.  As a result,  it seems to be difficult to get the "GL out of balance" screen in CA to be zero although the CA and bank statement is in balanced.

    When I enter an OD balance for the overdraft account in CA, it is shown in the CA as a positive value but the GL is showing it as a negative value.  The present value in the GL is negative.

    Now if I decide to use an OA type to put in the balance in CA, it will show both the GL and the CA as negative values.  

    However, in both cases there is a difficulty in balancing the CA and the GL.  I believe the reason being, because both modules handle receipts/disbursements and debits/credits differently due to the type of account that is being used.

    Therefore, as far as you are aware, is there any better way to handle a liability account being used as a cash account in CA to be balanced to the GL?   Using an asset account is not an option in the environment.

  • Cynthia Audain Profile Picture
    Cynthia Audain 1,348 on at
    RE: Outstanding Checks

    Hi Miguel

    Apparently because CA was never installed, on paying their vendors the checks automatically was given a status of cleared in the system. A manual reconciliation was done.

    Now that CA  is installed the checks have a status of outstanding until they are cleared in the system by CA.

    To tidy the system I will execute a script to remove the set up in CA and clear all checks that were cleared between the time the system was set up Oct.  Any checks that are not cleared before Sep 30 I will enter as an OA and OD so that CA will balance with GL.

    I tested this and it worked so I will continue to run some more tests to make sure that nothing is missed.

    Thank you much for your assistance.

  • Community Member Profile Picture
    Community Member on at
    RE: Outstanding Checks

    Hi Lisa

    Yes, you have to enter the outstanding checks as OA records and in order to balance CA and GL you have also have to do a OD for the GL balance and another OD for the whole amounts of the uncleared checks, then the balance of the account in AC will be = balance of gl account + sum of all the uncleared checks - all uncleared checks and you can in October or at a future date clear the checks when they are charged.

    If the customer didn't clear the checks in AP, then why do you want to update these checks in AP?, if you set the accepting movements in CA as October 1st, those checks will not appear in CA.

  • Cynthia Audain Profile Picture
    Cynthia Audain 1,348 on at
    RE: Outstanding Checks

    Hi Miguel

    Yes, you understand my scenario, but the client never used the AP module to do reconciliation..

    So the CA was set up to accept transactions in Oct but checks are being done from now to 30th.  Those checks may or may not be cleared before October.

    Now the checks that are not cleared before that time, can be entered as an O type to be reconciled in October.  Am I right here?

    The issue actually is with those checks that are cleared before that time.  I believe they still will be in the system with the status of outstanding and cannot be cleared using the CA.

    Therefore in the option above, I think it will be better to update the APDoc table with those checks that have been cleared between now and Sept 30.

    Anything you think that I will be missing here?   Because of this scenario, is this the reason why I have to put in the checks as OD in order for the GL to balance?

  • Verified answer
    Community Member Profile Picture
    Community Member on at
    RE: Outstanding Checks

    Hi Lisa

    If I undestand correctly, you want to reconcile the checks that where issue before the CA module was activated but now you can't use the reconcile checks form from the ap module, becuase CA is setup.

    I can think of two ways to do this, both use sql queries

    1.- Delete the CASetup record and then reconcile the checks on the AP screen, then setup the module again.

    2.- By sql query set the clear flag and the clear date field on the APDoc table for the checks that where issued and cannot be cleared now.

  • Cynthia Audain Profile Picture
    Cynthia Audain 1,348 on at
    RE: Outstanding Checks

    Hi Miguel

    You are suggesting that I put in checks as an OD entry and while that worked, once I do not clear it as a deposit, I am trying to understand the reasoning behind it.  Normally you will enter checks as an OA entry type.  The suggestion to enter the same as an OD, is it just to offset the GL balance?

    In addition, do you know at what point in the reconciliation process where the checks in AP are changed from being outstanding to clear?

    Thanks for your response.

  • Community Member Profile Picture
    Community Member on at
    RE: Outstanding Checks

    Hi Lisa

    If you make an OD entry of the end of the month balance in gl plus all the on transit checks and then you make all the on transit checks as OA's, then the ending balance will be the gl balance and you'll be able to reconcile each check when they are cashed.

  • Cynthia Audain Profile Picture
    Cynthia Audain 1,348 on at
    RE: Outstanding Checks

    Hi Mark

    Let me see if I could explain the steps that I have taken in some detail, so you could get a clear picture of the scenario.

    a.  We are using a new cash account for CA, to go live in October, so a balance as at Sept will be used.  Lets say the value in the GL as at that time is 300

    b.  The new cash account will be initialized with 300 that is showing in the GL using an O type transaction.  So both the CA balance and the GL balance is 300.

    c.   However,  there are some outstanding checks that have not been cleared that are in GL.  Lets say the check that is outstanding is in the amount of $100 with a September date.

    d.   So the outstanding check for 100 is entered as an OA in Cash Manager.  When I clear that amount in the CA, CA is now reconciled but GL is out of balance by 100.  

    The O type transaction did not go into the GL.  I tried changing the statement balance but when doing so, I am either getting the GL is out of balance or the CA is out of balance.  I want to achieve where both the GL and CA is in balance when the outstanding checks are cleared.

    I know that I am missing something here but I am not able to put my finger on it.

    Any further thoughts?

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