Payment Journal Approval Error with Cheques

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Posted on by Rob F.

We are in the process of testing the payment journal for printed computer cheques with approval workflow turned on at the batch level and running into unexpected behaviour. I'm wondering if anyone else has encountered this and if they have found a workaround.

Here is a summary of the process steps:

Populate the payment journal batch lines.
Submit the batch for approval.
Once the batch has been approved, print the cheques. At this point, the system marks the 'Cheque Printed' field and automatically creates a new journal line for the balancing credit entry that posts to the bank account.
Try to post the journal. At this point, the system generates the error message that the batch must be approved before posting, and the error mentions the number of the new line that was added in the previous step as being the reason.

I understand that technically the journal batch has 'changed' and that is why the system thinks it needs to be approved again, but this seems counterintuitive since the change is simply the system creating a balancing entry for the journal. Additionally, the menu item to submit the batch for approval is greyed out, so it's not even possible to submit the batch for approval a second time. It all seems very buggy.

We are running Business Central cloud v19 North America localization.

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Marco Mels on at

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RE: Payment Journal Approval Error with Cheques

Hello,

If you can repro this scenario in a standard CRONUS company, feel free to raise it to Microsoft as an issue via your CSP or partner.

Thanks.
Rob F. on at

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RE: Payment Journal Approval Error with Cheques

Hi Marco,

Thank you for the reply and tip. I was able to reproduce the same scenario and error message in the Cronus company. Here are some screenshots of my test batch and the error.

After the batch has been approved through the workflow, click on Print Cheque, the cheque is printed and the system creates the balancing line in the journal batch.

Then try to post the journal batch.

The option to submit the batch for approval again is greyed out.

I will forward this information on to our CSP to ask them to submit a support ticket with Microsoft.
Marco Mels on at

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RE: Payment Journal Approval Error with Cheques

Thank you so much. Let us know what the outcome was.
Rob F. on at

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RE: Payment Journal Approval Error with Cheques

Two months later and here is the response received by our partner from Microsoft Support on the issue (and all details above were provided):

"It appears that you have set a restriction for Payment Journals. This type of restriction appears if a workflow is configured for the current process; I recommend hovering over the Workflows page to see if a workflow for Payment Journal is enabled"

???
Marco Mels on at

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RE: Payment Journal Approval Error with Cheques

Hello Rob,

Thank you for raising this to Microsoft support. Best is to ask your partner to explain the answer in more detail if the initial answer is not clear. There is no standard payment journal workflow template, but there are General Journal Batch Approval Workflow / General Journal Line Approval Workflow.

You can send me a direct message with the Microsoft support case number so I can take a look on your behalf what happened at our side.

Thanks.
Community Member on at

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RE: Payment Journal Approval Error with Cheques

Rob,

As Marco noted, you probably have a Workflow template on the Journal Batch where someone has added a filter for Payment Journal types causing this message/restriction. If you can post a General Journal without an Approval required tells me the Approval Workflow is filtered on the Payment Journal Template/Batch.

If you can check this out or need someone to see your screen, feel free to reach out and I can setup a Teams call to look.

Hope this helps.

Thanks,

Steve
Rob F. on at

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RE: Payment Journal Approval Error with Cheques

Hi Marco & Steve, thank you both for the replies. Marco, I got the case no. from our partner and will send it to you via DM.

Just to clarify the issue, I do have an active workflow configured for the Payment Journal (it's the General Journal workflow with a filter on Template Name = PAYMENT). The workflow is working as expected and the workflow is not causing the issue we are facing.

What's happening is, after the journal batch is approved through the workflow process, the user then prints the cheques. Then when the user goes to post the batch, they get a message that the batch requires approval, again.

I suspect the reason this is happening is because the system rearranges the balancing lines in the journal when the cheques are printed. My point is that this action performed by the system should not reset the batch approval status and trigger another approval to be required, because nothing has been changed by the user. The batch should not need to approved twice simply because the system rearranged the lines. Additionally, since there isn't a "Status" field on the journal page, the users are even more confused because they cannot tell when a batch has been approved or has been reset when the system changes something.

Hopefully these extra details make it more clear what I'm trying to get help with.
Community Member on at

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RE: Payment Journal Approval Error with Cheques

Rob,

I will let this go thru Microsoft Support. If you want another set of eyes and this is taking a long time, feel free to reach out.

Thanks,

Steve
Anantha123 on at

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RE: Payment Journal Approval Error with Cheques

Even I am experiencing the same issue and exploring options to resolve it.

Interestingly, If you don't select 'One Check per Vendor per Document No.' while printing the check, the system does not create the second line and everything flows smoothly without seeking additional approval.

But how practical is this?
Rob F. on at

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RE: Payment Journal Approval Error with Cheques

Hi and Marco Mels , over 3 months into this and I still have not received any updates on the support ticket that our Partner opened with Microsoft. The last request I got from Microsoft via our Partner last month was to submit an export of the Power Automate workflow, which suggests to me that they are still not understanding what the actual issue is that I'm trying to point out. Any change you could take a look from your end?

As an update, I just tested the same scenario in a Preview v20 Sandbox and I get the same result. In addition, the error message displayed in the Journal Check FactBox makes no sense - the cheque has been printed already but it's still showing "Cheque Printed must be equal to Yes..."

And this is the error that appears when trying to post the journal batch after it has been approved and the cheque has been printed:

"Record Restriction Mgt."(CodeUnit 1550).CheckRecordHasUsageRestrictions line 21 - Base Application by Microsoft "Record Restriction Mgt."(CodeUnit 1550).GenJournalLineCheckGenJournalLinePostRestrictions line 9 - Base Application by Microsoft "Gen. Journal Line"(Table 81).OnCheckGenJournalLinePostRestrictions(Event) line 2 - Base Application by Microsoft "Gen. Jnl.-Post Batch"(CodeUnit 13).CheckRestrictions line 3 - Base Application by Microsoft "Gen. Jnl.-Post Batch"(CodeUnit 13).CheckLine line 21 - Base Application by Microsoft "Gen. Jnl.-Post Batch"(CodeUnit 13).ProcessLines line 48 - Base Application by Microsoft "Gen. Jnl.-Post Batch"(CodeUnit 13).Code line 38 - Base Application by Microsoft "Gen. Jnl.-Post Batch"(CodeUnit 13).OnRun(Trigger) line 9 - Base Application by Microsoft "Gen. Jnl.-Post"(CodeUnit 231).Code line 67 - Base Application by Microsoft "Gen. Jnl.-Post"(CodeUnit 231).OnRun(Trigger) line 5 - Base Application by Microsoft "Batch Processing Mgt."(CodeUnit 1380).BatchProcessGenJournalLine line 12 - Base Application by Microsoft "Gen. Journal Line"(Table 81).SendToPosting line 4 - Base Application by Microsoft "Payment Journal"(Page 256)."Post - OnAction"(Trigger) line 2 - Base Application by Microsoft