Hi All -
We have an issue where a list of journal entries show twice. The distributions in the Journal Entry were repeated twice. All the duplicates are showing when an account detail inquiry is run or trial balance in detail. But, the summary shows the correct data. This is happening on year 2015 which is a closed year. Multicurrency is also used. Does anyone know how that could happen and most importantly how to fix that???
Thanks!
odiop
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The same journal entry number can be used for:
Items in a recurring batch
Items that are posted to a history transaction
If you print a cross reference report are these journal entries each showing up as unique transactions? Something has to be different or the system would have thrown and primary key error. What is different between the two journal entries?
Kind regards.
Leslie
Also, checking the opening balances for 2017, the totals are overstated by the duplicate entry amounts.
We just had this same situation happen yesterday. I was posting final audit adjustments to 2016 and the entries duplicated. I found this when I was verifying my totals with our auditors. If the second entry is just to update opening balances, why did it affect my final totals for 2016? My totals are off EXACTLY from our auditors by these entries.
I agree with Victoria, if there is a third party product involved, check that in case it's related to that product.
What I recommend doing is running a smartlist on Account Transactions and search for one or more of the journal entries from that batch of Cash Receipts entries. Add in the PeriodID and OpenYear columns and on one of those entries, look to see if you see different periods and years on the "duplicate" part of the entry.
If it's not related to the third party product, what I believe you will find is on the original entry for 2015, period XX (whatever period you posted to) and year 2015; and on the part you think is a duplicate, you will see period 0, 2016. If that is what you see, then there is nothing actually wrong, this is how GP updates opening balances when a journal entry is posted to a historical year.
Jen
In that case you may need to check with the 3rd party application developer to find out if what you're seeing is expected or if something went wrong.
yes, they're using a 3rd party to record journal entries on a cash basis method when a cash receipt is applied to an invoice.
Not sure what you mean by 'Accrual and Cash Journals' - are they using a 3rd party product?
Thank you all for your answers! Victoria & Jen, the entries were not from year end closing. The source document was not BBF or P/L. They were from CRJ (Cash Receipt). The client is using Accrual and Cash journals in their GP, and it could be that's what's causing this issue. Any other suggestion? I will run reconcile and checklinks as suggested by Babu if that's the only way.
Thanks!
As Victoria replied, this is normal behaviour, nothing is wrong that needs fixing. It looks strange for sure, but behind the scenes you would actually see half the entries posting to "Year 2015, period XX" whatever you posted to and half the entries posting to "Year 2016, Period 0" (to update opening balances etc.).
When you post transactions to a closed year, they will show up on the posting report twice. The first time will be for the actual journal entry. The second for the closing entry that has to be done to update Retained Earnings and/or the beginning balances of the accounts. This is expected behavior and does not cause any issues, it just looks strange on reports. You can confirm this is the case by looking at this journal entry in SmartList under Account Transactions. Add the Source Document column. One set of the entries should have either BBF or P/L for the Source Document, indicating this was the 'closing entry'.
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