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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Financials > Cleari...
Microsoft Dynamics GP (Archived)

Financials > Clearing Entry > Account has a zero balance and cannot be cleared

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Posted on by SMike Giuffre 281

We receive the above message on a Clearing Entry Edit List if an account in our batch happens to have a zero balance for the period.  If we try to post the batch fails and goes to recovery.

We have a long list of accounts to clear, not all of which will have a balance every month.  We are trying to make this process easy using a Monthly batch but this message negates the potential ease of use this feature provides.

Is there a work-around or has anyone found an alternative means to accomplish this?  The accounts are disjointed making a Smartlist impractical.

Thanks in advance for any help.

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  • Verified answer
    SMike Giuffre Profile Picture
    SMike Giuffre 281 on at
    RE: Financials > Clearing Entry > Account has a zero balance and cannot be cleared

    My solution was to add a window in Dex from which the user can create a standard JE from the clearing JE.  It ignores accounts with a zero balance and mimics what the clearing entry SHOULD do.  Perhaps Microsoft would fix this issue some day.

  • L Vail Profile Picture
    L Vail 65,271 on at
    RE: Financials > Clearing Entry > Account has a zero balance and cannot be cleared

    Hi all,

    The beauty of the Clearing Entry is that you do not have to know the balance in either of the accounts. You simply tell it to move whatever balance is in one account to the other account. I use clearing entries a lot when using allocation accounts. The Copy/Paste option would require the user to know the balance in each account they are trying to 'clear'. I do not think this option works with the clearing entry transaction window. You could, however, use Excel to query the database and build the list of accounts in your hit list that have a balance. Then, you could use the Copy/Paste option because your query could build the transaction with the balances.

    The best I could think of, and it's not very good, is to do a SQL query on the 'from' account indexes to check for a balance and then create a couple of delimited text files to use with table import into the tables to build your Clearing Entry. Once you get the Import built it would be lightening fast, but you'd need to do plenty of testing to make sure it's sound. Of course if you have eConnect or a similar item, you could probably import the clearing journal entry, but IM won't do it.

    Another thing you could do is to build a mail-merge macro using the actual dynamics gp tables to create the 'list' of accounts. You would filter the table to only include your accounts with balances. The good thing about this method is that you know for sure that the correct tables are being populated. If you've not worked with macros much, the first one would be a real challenge. I guess it depends on how much of a pain it is for you to modify the batch each month.

    Instead of doing an import, you could also query the accounts and delete the ones without balances from your recurring batch. That wouldn't be such a good idea because it would change the accounts in your recurring batch.

    Great question, hopefully someone will come up with a cooler answer.

    Kind regards,

    Leslie

  • Heather Roggeveen Profile Picture
    Heather Roggeveen 9,146 on at
    RE: Financials > Clearing Entry > Account has a zero balance and cannot be cleared

    Hi

    I have never used the Clearing Entry option in journals.  Is the Copy / Paste journal function a better option now?  Have the journal set up in Excel and paste into the normal journal entry window?

    Cheers

    Heather

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