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Microsoft Dynamics AX (Archived)

Regarding balance carrying forward process

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Posted on by 261

After running year ending process: Last year closing balance moved to new fiscal year successfully. but two vendor sub ledgers amount got difference
Before running year ending process user has changed "Item group" purchase order Main accounts type (COA type) changed to "Expenses"like below.

Account type                                 (1) Main account (Type)          (2) MA  Changed Type to                 

Product receipt :                                       Asset                                    Expense

Purchase expenditure, un-invoiced :       Asset                                    Expense

Purchase, inventory receipt :                  Asset                                    Expense

Purchase expenditure for product :        Expense                               Expense

Purchase, accrual :                                Liability                                 Expense

Prepayment :                                          Asset                                   Asset


May be this is the reason to change balance of Vendor sub ledger ("Accounts payable local" and "Advanced paid account")

Note: All PO transaction are done with the COA type (1) Main account (Type)  Then changed COA type to "Expense"  and performed year end closing process

Can any one please suggest me why balance got difference in two accounts

Thank you

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  • Verified answer
    Ludwig Reinhard Profile Picture
    Microsoft Employee on at

    Hello sunil,

    The change in the main account setup might indeed cause some issues.

    Have you already checked the GL-AP reconciliation report? You might see some differences between the subledger and the general ledger if accounts have been changed on the fly.

    A similar issue can happen with your opening transactions especially if the account was classified as a balance sheet account and then changed into an expense account.

    If I have a look at your table above, I would expect that the setup under no 1 fits better than no 2. Yet, there might have been some reasons for making a change. Maybe you can find out what induced the company to make this change.

    About your difference:

    You have not provided much details here about the difference you identified. Often the only way to get those differences fixed, manual correction postings are required in GL after changing main accounts on the fly. Yet, this depends on the kind of difference you have. Maybe you can share some additional details here.

    Best regards,

    Ludwig

  • sunil narvaneni Profile Picture
    261 on at

    Thank you very much, Ludwig

    I Have checked the GL-AP reconciliation report i have seen some balance differences between the sub ledger and the general ledger.

    > Found that not enable "Do not allow manual entry" and by selecting directly vendor sub ledgers account user made manual entries.

    > Because of vendor sub ledger manual entry will it effect year end closing balance to next year opening balance?

    Thank you

  • Suggested answer
    SouravDam Profile Picture
    11,730 on at

    Hi sunil narvaneni,

    You have already marked this thread as 'Verified' and at the same time you have put two questions in your last comment too. Is this conversation still open?

    Similar to what Ludwig already mentioned; option 1 looks better than option 2.

    Let's take an example. If you have stocked type items, then the main account for posting type 'Purchase, inventory receipt' should be 'Asset' type rather than 'Expense'. Because physically it will increase your inventory volume once you post the product receipt. Same is applicable for posting types 'Product receipt', 'Purchase expenditure, un-invoiced', 'Purchase expenditure for product' and 'Purchase, accrual' for which main account type should not be changed to 'Expense'.

    You can decide and select relevant main accounts in inventory posting profile setups to record and get the correct impact in all these posting types for stocked and non-stocked items separately.

    Is your client dealing with all service type items and no stocked items?

    Suggestion is; better consult further with your client and know why they have made this change and then try to validate if this change was absolutely correct or not in this context. You can explain them (what you have discussed in this thread so far) and let them understand what is correct and wrong. May be this could be the most challenging part for you now to convince the users

    Best regards,
    Sourav Dam

    Please take time to click 'Yes' against the answers that help you guide in right direction to help other community members.

  • sunil narvaneni Profile Picture
    261 on at

    Thank you sourav dam,

    What is the possible reason for balance difference closing year to opening year for two vendor subledgers ( Account payable local and advance paid a/ c)

    Change account type may not effect balance right

    Thanks

  • sunil narvaneni Profile Picture
    261 on at

    Thank you sourav dam,

    What is the possible reason for balance difference closing year to opening year for two vendor subledgers ( Account payable local and advance paid a/ c)

    Change account type may not effect balance right

    Thanks

  • SouravDam Profile Picture
    11,730 on at

    Hi sunil narvaneni,

    This looks like a separate question. Advised to open a new thread on this.

    Best regards,
    Sourav Dam

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