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Microsoft Dynamics GP (Archived)

How to change the date for the AP year end close process?

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Posted on by Ben Faris 910

Help Needed!

Yesterday we attempted to perform year-end close for 2010.  When attempting the AP year end close, I noticed through Terminal Services Manager that a few employees had signed in to GP.  We had sent an email to all users asking them to stay out, but lesson learned, I did not remove them from the remote desktop users group and disallow them from logging in.  Needless to say, it looks like it froze our year end close process because after 3.5 hours it had still not completed and the file we had exported to had stopped increasing and size and the Process Monitor showed the task still running.  Last year it took us only 2 hours for all 3 modules that we use.  

So, now our problem is, even though we restored the backup that was done prior to the AP year end close, the system still thinks that AP was closed for 2010, and is now trying to close 2011 when I attempt to run year end again.  Please tell me there is a way to change the date in which AP year end close runs on instead of having it automatically choose what year to close?  Any help will be greatly appreciated.  We're running GP 10.00.1441

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  • Ben Faris Profile Picture
    Ben Faris 910 on at
    Re: How to change the date for the AP year end close process?

    Thank you very much, Frank and Leslie.  Both of you were extremely helpful with the long weekend.  We got everything worked out, and now we have the closing JE printed for our records as well.  Definitely learned my lesson to remove the remote desktop users from the terminal server before doing year end close.  

  • Verified answer
    L Vail Profile Picture
    L Vail 65,271 on at
    Re: How to change the date for the AP year end close process?

    Ben,

    The only thing that prints out when the GL finishes closing is the closing journal entry. A substitute for the GL posting report is the 'Cross Reference' report. Take a look at them under your financial reports and I'll bet you find what you need.

    Kind regards,

    Leslie

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 4,029 Super User 2024 Season 2 on at
    Re: How to change the date for the AP year end close process?

    Leslie, PM40100 is the only table updated.  

    bfaris, not sure why you're getting that error.  Leslie, any ideas?

  • Ben Faris Profile Picture
    Ben Faris 910 on at
    Re: How to change the date for the AP year end close process?

    Thanks Leslie, that looks like that was the trick.  When I restored only the Full backup for that company and left off the log backups, everything regarding the fiscal and calendar years went back to normal and I was able to close out of the AP and Fixed Assets module successfully.  

    I have one last snag with the year end process though.  It looks like the GL module closed successfully at the end, but when the print wizard appeared, asking if I wanted to print to screen, printer, or file, I had an issue.  I chose to print to screen and file, to save paper, but when I hit OK, it gave me an error saying that I was "unable to view the report because the proper dictionary is not loaded."  I've viewed numerous reports by printing to screen and file, including both the AP and FA year end close reports.  Does anyone know why I got this error when I was trying to view the GL year end close report?  And also, is there another way to print that report off again since I am not planning on running the GL year end close another time?

  • Ben Faris Profile Picture
    Ben Faris 910 on at
    Re: How to change the date for the AP year end close process?

    Hey Leslie,

     That is a good suggestion...I normally choose a backup "From Device" but for some reason I am thinking I do remember seeing an additional log file backup in the restore queue.  So it could be possible that the log was restored and appended the data.  I'll take a closer look.

  • Verified answer
    L Vail Profile Picture
    L Vail 65,271 on at
    Re: How to change the date for the AP year end close process?

    Hi Ben,

    I agree with your conclusion about the AP close evidence. If the summary file has already been updated, I would be very suspicious about the date of that backup. Is it possible that the restore included some transaction logs or later backups that appended to the pre-close backup? You can tell if more than one backup is included in the .bak file by adding the device to SQL.

    Frank,

    Are there any other files that are updated by the close?

    Kind regards,

    Leslie

  • Ben Faris Profile Picture
    Ben Faris 910 on at
    Re: How to change the date for the AP year end close process?

    Frank, thanks for the reply.  It was exactly what I was looking for.  I was able to update those two date fields successfully (definitely used in a test db first).  However, even though the last closed dates were updated successfully, when I run the AP year end close again, the Vendor Amount Billed and Paid totals on the report are all zeroed out, which to me looks like the year end has still already taken place.  The restore on the company database was completed successfully, and I am positive it was the backup that was created before the first year end process was even attempted.  Any thoughts?

  • Verified answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 4,029 Super User 2024 Season 2 on at
    Re: How to change the date for the AP year end close process?

    I would try this only in a test database first but you can edit the Last Closed Dates for both Calendar and Fiscal years in table PM40100 - LASTYECAL & LASTYEFSC.  However, I'm a little puzzled as to why the value is still showing 2011 after you restored your backup.

    Hope this helps,

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