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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / How to direct transact...
Microsoft Dynamics GP (Archived)

How to direct transactions away from clearing account numbers? JE didn't move them.

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Posted on by Community Member

I have transactions from 17 different Customers, belonging to different Customer Classes that went to a sales clearing account number instead of sales, and also a freight account.

A manual JE was done to move these transactions to the correct gl account numbers, but this didn't work in GP.  There were no errors indicated on the manual JE printout.

Looking at the customer cards, 7 are assigned to Checkbooks and the most of the gl account strings listed are for clearing accounts.  The other 10 aren't assigned to checkbooks and so have no gl account numbers specified in their customer cards.

1) What is the order in which it checks values for Sales GL Accounts to post a transaction to, so I can try to figure out how these numbers got pointed to clearing accounts for sales and freight.

2) How do you turn off posting to freight?

3) Where would I look to try and determine why the manual journal entry failed to change the values without reporting an error?

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  • Suggested answer
    L Vail Profile Picture
    L Vail 65,271 on at

    Hi,

    You said 'Sales', so I presume the transaction originated in the Sales Transaction Entry window. The system will look first at either the Customer or the Item depending on how you have it set up in the SOP Setup window. If it doesn't find an account, it will then look at the company default posting accounts that can be found in Administration | Setup | Posting | Posting Accounts for the relevant series.

    The fact that there is no Checkbook assigned will not affect the other accounts.

    As far as the manual journal entry is concerned, are you certain the entry was posted? I have never heard of a journal entry not working. Which window did you use to enter your manual entry?

    As far as turning off posting to freight, just do not default anything to the freight account. It sounds to me like you need an experienced consultant to review your posting setups.

    Kind regards,

    Leslie

  • Community Member Profile Picture
    Community Member on at

    The team members who have been processing JEs for years insist that the manual entry was done correctly and posted.  Where can I verify inside GP or the DB that it was posted, on the off chance there was an error that didn't report as an error?

    The customers that have clearing accounts set up for sales, it sounds like the only way to fix that is to change the customer card, since that is the first value taken.

    The customers that don't have accounts defined for sales have nothing defined for sales in the Setup->Posting->Posting Accounts->Sales->Sales window either. Where is the next place it looks to get account numbers?

    Nothing is defined for Freight, either, in Setup->Posting->Posting Accounts->Sales->Sales.

    They are now telling me that this started a couple months ago. So there's definitely an issue with a setting, I just need help finding it.

  • Suggested answer
    L Vail Profile Picture
    L Vail 65,271 on at

    Hi,

    First, you can look in the Financial SmartList called Account Transactions. Look for maybe an entry that doesn't have a Journal entry assigned to it. Did they get a posting journal? If they know when the entry was 'posted' you can print the cross-reference report for Journal Entries or Audit Trail Code. When you go in to the Report Options windows you'll see you have quite a few restrictions options. If you're a SQL guy, you can look in the GL20000 table. You'll need to link the account index with the GL00105 table to see the account number (go all the way to the end column). If you want to get the account description, you'll also need to link the GL00101 table on the account index. If they are looking on a summary report and it the entry is missing, try running the reconcile utility on the Financial module. Using SQL (or SmartList) you can search for the amount. Was the manual entry entered via the General Entry window?

    That's a start anyway. If it's really not there, you won't find it and they'll have to create another entry.

    Kind regards,

    Leslie

  • L Vail Profile Picture
    L Vail 65,271 on at

    Regarding the Sales account problem. The system doesn't go anywhere else to find account numbers. If it can't find one in either of those places, it's just blank and you have to enter it yourself. Did you confirm that their SOP setup window is set to get the account numbers from the customers and not the items? Inventory doesn't have a freight account assignment available, so it couldn't be getting it from there. Another detail about the Checkbook, in the Customer Accounts window, what is the setting for 'Cash Account from field'? If Checkbook is selected, the Cash field will be disabled in the account list. The checkbook ID isn't a required field. Did you check the Classes just to make sure there were no changes that may have accidently gotten 'rolled down'? The transactions will never look at the Class for an account.

    A run-on answer, but I hope it can help.

    Kind regards,

    Leslie

  • Verified answer
    Community Member Profile Picture
    Community Member on at

    Customer Card was pointing to the wrong accounts. The cards were updated to correct accounts to prevent the issue from happening. Was not able to repeat issue with JE not manually changing GL Account number.

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