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Microsoft Dynamics GP (Archived)

How Do We Prevent GP2010 R2 Year End Closing Issues?

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Posted on by mgmlive 225

I discovered a couple of irregularities in the Year End Closing process using GP 2010 R2. 

1)  The Year End Closing Report, which is in the form of a Journal Entry, showed $2.9 million of debits and $3.4 million of credits. 

I can see what the issue is...........

  • the very first line of the entry, posted to retained earnings is supposed to be the total of all P&L accounts that are to be closed into Retained earnings
  • instead, the entry shows a posting to the retained earnings account of the amount of the very first revenue account on the list.

However, when I review the balances brought forward, the actual posting seems to have been correct, it's just that the report is half a million out of whack.

 

2)  The detailed posting to my G/L brought forward 152 different line items into my retained earnings account, instead of rolling them up into a single BBF (Balance Brought Forward).  The balance is correct, but I'd much rather have a single line than 152 different ones.  (In previous years, the BBF came forward as a single item).

 

Has anyone been thru Year End Closing with GP 2010 R2 yet?  Have you encountered either of these issues?  Are they system issues or (ahem) user issues?  How do we prevent a repeat next year?

Maureen Martin

*This post is locked for comments

  • Brian Wick Profile Picture
    Brian Wick on at
    Re: How Do We Prevent GP2010 R2 Year End Closing Issues?

    Hi Maureen,

    Enter the following statement in a Query window in SQL Management Studio and execute it against the company database.  Ask you IT dept for help if needed:

    update GL40000 set DIVACTSG = 0

    Heather,

    A request was put in from support to have the Year End Closing KB for GL updated to include this information or to have a separate KB by itself regarding this topic quite some time ago, but I am not sure if it was approved or not.  Approvals to publish bug workarounds depend upon the priority set for the bug and the customer count that is linked to the bug itself from support incidents.  If the priority of the bug and customer count is low, then it can be difficult to get approval.

    Thanks,

  • mgmlive Profile Picture
    mgmlive 225 on at
    Re: How Do We Prevent GP2010 R2 Year End Closing Issues?

    Brian - I'm the only "someone" who might have made a change to the "Close to Divisional Account Segments" and I didn't make such a change.

    However it happened, I am willing to implement the fix -- where do I enter the statement you provided?

    Maureen

  • HeatherU Profile Picture
    HeatherU 205 on at
    Re: How Do We Prevent GP2010 R2 Year End Closing Issues?

    I hate to keep this going but I am just curious why I was not able to find this workaround out on techknowledge.  This is the first I had heard about any fix to this issue and I was ready to give up finding anything.  Where is this fix posted where people can find it?

    In response to the question about at one time closing to divisional RE, I believe we did do that a long time ago. That part may make sense for us.

  • Brian Wick Profile Picture
    Brian Wick on at
    Re: How Do We Prevent GP2010 R2 Year End Closing Issues?

    Hi Maureen,

    Is it possible someone may have gone into General ledger Setup, ticked the Close to Divisional Account Segments box, defined a segment and then saved the changes?  Then went back in GL Setup and changed everything back to a single retained earnings account and saved the changes?  That could have left a value in the DIVACTSG field causing the bug to occur.

    Dale,

    Development fixes bugs depending on the priority they are given.  This particular bug was given a lower priority beacuse a workaround existed to correct the issue so the bug did not occur going forward (the Update statement).  If no workaround exists for a bug, then the priority is higher and generally a fix for a bug is bumped up into a service pack or payroll update.  If a bug is data damaging, then a fix will get included in a hotfix or even a one-off fix.  It all depends on the priority given to the bug and the resources that can be allocated to work on fixing the code defects.

    If you would like this bug fix to be included in GP 2010, you could open a support incident and say that you are encountering Bug 64711 and want to be added to the customer count.  The incident would be non-chargeable.  The higher the customer count we have on a bug, the better the chance of it being fixed in the current version it was discovered in.

    Thanks,

  • Dale Coulthard Profile Picture
    Dale Coulthard 3,055 on at
    Re: How Do We Prevent GP2010 R2 Year End Closing Issues?

    Why would a bug not be fixed that is part of GP 2010?  Why should customers have to upgrade (and wait another 10 months or so) in order to fix a known problem in the current version?  Sometimes, I do not understand Microsoft's thought processes on fixing bugs.  So, Microsoft is just going to ignore the problem and tell everyone we are forcing you to upgrade if you want to fix this issue (to only have to deal with new issues in the next upgrade)?  Our organization does not have an IT staff to support GP, so no one here knows what a UPDATE statement is, nor should we.  Microsoft should fix this issue for GP 2010 users.

  • mgmlive Profile Picture
    mgmlive 225 on at
    Re: How Do We Prevent GP2010 R2 Year End Closing Issues?

    Hi Brian,

    Thanks for the workaround.  In answer to your question:

    Q.........Did you at one time Close to Divisional Account Segments for Retained Earnings and then now only close to a single Retained Earnings account?  It's possible the 2 items you identified are due to a bug, but they only occur if Divisional Retained Earnings accounts were used at one time and now you only close to a single retained earnings account.   .........

    A..........no, I didn't ever close to Divisional Account Segments for Retained Earnings.  Hmmmm.

    And the bug has still affected me........

    Maureen

  • Brian Wick Profile Picture
    Brian Wick on at
    Re: How Do We Prevent GP2010 R2 Year End Closing Issues?

    Hi Heather,

    The tentative target fix for this is GP 12 which is expected to release late 2012.  For the time being, users will have to use the UPDATE statement workaround.  Thanks.

  • HeatherU Profile Picture
    HeatherU 205 on at
    Re: How Do We Prevent GP2010 R2 Year End Closing Issues?

    I am so happy to have found this post! I encountered this same issue last year when closing but NOT w/ R2.  I worked w/ my partner who escalated it to MS to try to get to the bottom of it.  MS finally was able to recreate the problem and determined that it was a "bug" and would be fixed in a future update.   However, I just closed my 2011 year today and encountered this same issue.  Was this fixed during a service pack or hotfix? If so, maybe we are just not up to date. If not, why? I see your script above and I will try that next time.  I am already closed and have allowed users to continue business.  I even watched a YE Close webinar through our partner and asked a specific question about this issue and was told they had not heard of this happening at all.  I appreciate your information. FINALLY, I don't feel crazy. I am attending Convergence in March and was planning to bring my info and talk to someone to get to the bottom of this.  Thank you.

  • Brian Wick Profile Picture
    Brian Wick on at
    Re: How Do We Prevent GP2010 R2 Year End Closing Issues?

    Hi Maureen,

    Thanks for your post.

    Did you at one time Close to Divisional Account Segments for Retained Earnings and then now only close to a single Retained Earnings account?  It's possible the 2 items you identified are due to a bug, but they only occur if Divisional Retained Earnings accounts were used at one time and now you only close to a single retained earnings account.  

    The bug causes the DIVACTSG field in the GL40000 to not update properly and can cause the YEC report to be out of balance.  It also breaks out p/l accounts in multiple retained earnings lines.  As a test, if you have a backup, restore to a TEST company and run the following statement:

    update GL40000 set DIVACTSG = 0

    *Only run the above statement if Divisional Retained Earnings are not being used.  

    Then run your YEC and see if the issue occurs again.

    Thanks,

    Brian Wick

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