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Closing Ledgers on Month End

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Posted on by Justyna

Morning Users,

We have encountered an issue when closing the ledgers for posting during our month end process. Although we have followed the guidance: cloudblogs.microsoft.com/.../ and set up specified user group that has the ability to post, journals from the invoice register that have been approved have been posted into the General Ledger with the date of the closed period. Are we missing something in the settings?

Help highly appreciated!

Thank you.

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SouravDam 11,721 on at

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RE: Closing Ledgers on Month End

Hello Justyna Lada,

Appreciate if you kindly update us on this thread.

Best regards,
Sourav Dam

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SouravDam 11,721 on at

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RE: Closing Ledgers on Month End

Hello Justyna Lada,

Below is the explanation on Posting restrictions.

Enable By user group: - System will allow only those users in that group to post only those journals which they have created. They will not be able to post same journal if that is created by any other user. You can select the entire group but also deselect / keep selected the user separately to post or not to post the journal, created by other users.

Enable By user: - System will allow only those users selected in this case to post the journals which they have created. They will not be able to post journal which is created by other user.

Enable No posting restrictions: - All users will be able to create and post the journals which is created.

Best regards,
Sourav Dam

Kindly mark this thread 'Yes' if this is answered your query which may help other community members in this forum.
Justyna 10 on at

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RE: Closing Ledgers on Month End

Hi Sourav,

Could you explain the Posting Restrictions option a little bit more. What does this do? Both me and my manager have interpret what this option does in completely different way. I would appreciate your help.

Thanks,

Justyna
Justyna 10 on at

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RE: Closing Ledgers on Month End

Hi Sourav,

I will double-check all the settings and come back to you ASAP.

Justyna
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SouravDam 11,721 on at

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RE: Closing Ledgers on Month End

Hello Justyna Lada,

Could you kindly check the suggestions made on this thread and update us the status.

Best regards,
Sourav Dam

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SouravDam 11,721 on at

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RE: Closing Ledgers on Month End

Hello Justyna Lada,

Please re-check and make sure of the following.

--- The user is not part of the group given access to post the transaction.

--- Have a look on the dates in the document as mentioned by Ludwig.

--- Also; can you check if you set the Posting restrictions for the journal to the same user group; still any other user (who do not part of this group) is able to post that document or not.

Best regards,
Sourav Dam

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Ludwig Reinhard Microsoft Employee on at

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RE: Closing Ledgers on Month End

Hi Justyna,

Can you share some screenprints of the transactions that illustrate the configuration of the closing of the period and the group that is allowed to post.

Also, can you share the date fields used especially the invoice, transaction and document date values to ensure that this issue is not related to a mixture / renaming of the date fields.

Best regards,

Ludwig
Justyna 10 on at

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RE: Closing Ledgers on Month End

Hi Sourav,

Yes, this is exactly what has happened.

We have closed the ledgers on 31/03 to allow only a selective user group to post transactions during the month end process. Individuals from outside the group have been able to post invoice transactions from Purchase Ledger onto General Ledger on the 1st of April. These have been posted with the date that the invoice has been registered on the Invoice Register as unapproved (20th of March). On approval a journal has been created to post the invoices onto the GL. Normally, if the period is closed, they would get an error on validation that the dates are incorrect due to the period being closed. The individual posting the transactions has not got the error message and proceeded with posting the journal. Hence, I believe we have got something missing in the settings.

In Module Access Level we have closed the Ledger giving access only to the specified user group. The individual that has posted the invoices is not a member of this group, neither is the individual that have registered the invoice on the 20th of March as unapproved.

Hope this clarifies a little bit more.

Thank you for taking interest in the case,

Justyna
SouravDam 11,721 on at

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RE: Closing Ledgers on Month End

Hello Justyna,

Could you kindly elaborate the challenge you are facing on this. Unfortunately this is not quite clear to me to identify the problem you have mentioned!

Do you mean to say that, even though selective user group is defined to post the transaction is the period; all other users are also able to post the transactions in the same period even though they do not have access to do this?

Are you passing any adjustment entry in ERP?

Best regards,
Sourav Dam