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Dynamics 365 Community / Forums / Microsoft Dynamics SL (Archived) / Incorrect Customer Sta...
Microsoft Dynamics SL (Archived)

Incorrect Customer Statements

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Posted on by Cynthia Audain 1,348

Hi

I have an issue where a customer reported that they have a biweekly statement cycle and on running the aging process, they printed the statements but the balance on the statement was incorrect for all their biweekly customers in that cycle.

On investigating the ARDoc, I realized that the statement date was not updated but there are also statement dates showing future dates - 5/31/2015.   Could anyone throw some light on what may have occurred?

I have a couple of guesses  but I am not sure of it.  One of my guesses is that the statement may have been closed in a future date or more than once or the system is just behaving incorrectly.  Either or I will really like to understand what may have happened and any suggested solution will be appreciated.

Do you think clicking on the "include future documents" option may help?

Thanks for any responses

Lisa

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  • Cynthia Audain Profile Picture
    Cynthia Audain 1,348 on at
    RE: Incorrect Customer Statements

    Hi Rick

    It is sort of difficult to figure out what may have occurred.  The customer has been running this process for other cycles without a problem.  In fact they mentioned that they ran a weekly and biweekly cycle at the same time.  The weekly statements are correct but the biweekly is not.   I do not think running two cycles at the same time should affect anything, could it?

    However, I will go through with them your suggestions which I think should work but in case it does not work, I will have to remote into their environment and have a closer look on what is or has happened.

    Thanks much for your help.  I will update this thread as soon as the customer give me some positive responses.  

  • Community Member Profile Picture
    Community Member on at
    RE: Incorrect Customer Statements

    Lisa, so, if there are documents that still have a statement date of 01/01/1900 then that means that either they were not released at the time the statement cycle was closed or the customers for those documents were not a member (at the time) of the statement cycle that was being closed or they were a future document and the user unchecked the include future documents option or some other unexplained situation.

    The primary question is whether those documents actually appeared on a statement or not.  If not, they will likely appear on the next statement.  If the user wants them on the current statement and these are the only "new documents" then the user could set the business date to the last closed date for that statement cycle and close that statement cycle over again and reprint those statements.  Then they can change the business date back again.  If those documents were part of a prior statement cycle and the user just wants them to be part of the beginning balance, you can set the statement date to a date prior to the last closed date and set the business date to the last closed date and close that statement cycle over again which would update the beginning balance to include these documents.

    As always, when doing things like this, it is advised to make a current backup of the database just before making your changes just in case the process did not do what was expected.  Since you are familiar with how the close statement cycle operates, you know that this is one process that is very difficult to undo if you do it wrong.

  • Cynthia Audain Profile Picture
    Cynthia Audain 1,348 on at
    RE: Incorrect Customer Statements

    Hi Rick,

    Thanks for you detail response and yes I am aware of how the process works.  What I am a bit confused about however, is that when I saw that the invoices for the period cycle(5/15/2015) were not showing up on the statements, I saw the statement date for those invoices showing 01/01/1900.  Therefore, I assumed that they did not run the closing process and mentioned that to them.  

    However, they indicated that they did run the close process but the statement still was not updated with the balances of the invoices for that period.

    I am not too worried about the invoices that have a future statement date, at this point, what I am more concern about is how to get the statement balance to reflect correctly with those invoices that are still showing a statement date as 01/01/1900, although according to the customer, they have already close the statement.

    Any further thoughts here?

  • Verified answer
    Community Member Profile Picture
    Community Member on at
    RE: Incorrect Customer Statements

    Lisa, you may already know this but just in case.  The statement date on documents is set during the close statement cycle process.  That process finds any documents that belong to customers who are members of the statement cycle(s) you are processing and do not have a statement date and sets the statement date to the date on the close statement cycle screen.  That screen utilizes the current business date and is not a field that the user can modify.  So, the only way that a statement date can be a future date, as I understand it, is if the business date was set to a future date at the time of the close statement cycle process or if the user ran some sort of update query to modify that date.  Once a document gets a statement date, that date is not updated with any subsequent close statement cycle runs.  The statement date on the document determines where the balance on that document is part of the balance forward amount (assuming you are using the balance forward presentation) or the document is "new" and shows in the detail section of a balance forward style statement.  The include future documents does not affect the statement date value.  It only affects where the process sets a statement date on a future document or not.

    The statement date on the document should not be affecting the statement balance.  That amount is the sum of the open documents whether they are "new" documents or documents that were part of a prior statement cycle and are not part of the balance forward amount.

    When statements are printed for a customer, the process looks at the statement cycle that the customer currently belongs to and the last closed date for that statement cycle and shows detail on those documents that have a statement date equal to the last closed date.  So, if there are documents out there with a statement date beyond the current closed date for that statement cycle that this customer currently belongs to, then those documents will not show on the statement.  However, there balance is part of the statement balance thereby leading to the situation that you may be describing.

    How those document got a future statement date is the real question.  One possibility is that the database has more than one statement cycle id and, at some point, the customers with the issue were switched to a different statement cycle id and that statement cycle was closed with a future date.  Then the customers were switched back to the original statement cycle id.  The other possibility is that the business date was accidentally set to a future date and the statement cycle was closed while the business date was in the future and those documents ended up with that future statement date.  As I said above, once a document gets a statement date that value is never changed with subsequent statement cycle closings.

    the best solution I can think of is to run an update query to change those future statement dates to a valid statement date.  If those documents have already appeared on a statement then use a past statement close date.  If you want them to appear on the current statement, use the current statement close date.  If you want those documents to show on the next statement, set the statement date to 01/01/1900.

    Hope this helps.

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