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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Entries got deleted-PL...
Microsoft Dynamics GP (Archived)

Entries got deleted-PLEASE HELP!!!!!!!!!!

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Posted on by Niju David 880

I really dunno what had happened to my database. Some of my entries got deleted. My receivables in which the sub-ledger was matching with the general ledger for the year 2008 is also not matching now. The year 2008 was closed and all the transactions were moved to history. 

What could be the possible reasons and how can I rectify it.

Thanking you in advance

Regards

Niju

 

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  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

    Not enough info to go on, Niju.  Have you identified exactly which transactions are missing?  That would be the first step.  Once you have that nailed down, you'll want to query every user who has access to the system to see if they have done or experienced anything unusual since the last time you reconciled your receivables.

    Transactions don't normally just disappear.  It's typically a user-related issue.  Someone may have done something they didn't realize the affects of or they do realize it and don't want to admit it.

  • Richard Whaley Profile Picture
    Richard Whaley 25,195 on at

    Did someone do a Reconcile/Remove process on Receivables?

    Do you have the Keep History check boxes all marked?  If they are not marked and someone does a Reconcile/Remove the transactions are deleted and not moved to history.

    In your post you said the entires were missing but they were moved to history.  If they are in history they are not missing.  Can you perform an inquiry on history and see the "missing" transactions?

     

  • Niju David Profile Picture
    Niju David 880 on at

    Frank/Richard

    I have a little more detailed inquiry and found out that the entries are missing from the table GL 20000 only. There is no particular logic in the way the entries have gone missing. It has affected some months and it has not affected some months. Some entries are completely missing while in some others some lines are missing as a result of which the trial balance is also not tallied. There is also no particular module where this has happened. There are missing GLs' for entries passed through Receivables, Payables, Inventory, and even the entries that are directly passed through GL.

    Please let me know if you need more information.

    Regards

    Niju

  • Mark Roux Profile Picture
    Mark Roux 670 on at

    Niju,

    Sounds like a SQL script gone bad, or someone has used the remove history option with no real logic behind it.

    In Posting Setup, are you posting Through or To GL? If it is To, could it be that the batches have been deleted instead of being posted? Has your GL balanced at any one time before? If so, are you able to restore a backup of the live into a test from around that period, and see if the missing data is present? Its worth going back, week by week, restoring copies of the live into test anyway, to establish when exactly the data disappeared. Least then you have a base to start repairing the data.

    Its difficult to suggest what might have occurred to cause this problem, and so looking at ways to get your data back is probably more fruitful at this point.

    Thanks

    Mark

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

    Well, it sounds like that only way you're going to get to the bottom of this is through a lot of research.  This is very unusual behavior which I've not seen before.

  • Community Member Profile Picture
    Community Member on at

    We run into this once per year or so.  We post from payables to the General Ledger.  Someone else posts in the General Ledger.  If someone opens up the General Ledger entry and accidently changes the entry it is possible to delete it.  There is no "Undo Changes" button or "Save without changes".  If you leave an unbalanced GL entry you are asked "Do you want to save an unbalanced entry".  You can answer Save or Delete or Cancel.  Cancel brings you right back into the problem entry.  Save puts the unwanted changes into the server.  Delete removes the transaction.  Even with the box in General Ledger for "Deletion of Saved Transactions" unchecked the delete button will remove the transaction.  An inexperienced user who gets into this entry and makes a mistake can not get out.  The transactions get deleted if they hit the delete button.

     Using setup to block "Deletion of Saved Transactions" makes this mistake more difficult to commit but it still does not go away.  If you leave unposted batches in the ledger for a long time it exposes them to this error.  However it increases the chance the unposted batches were in one of the backups for the database.  I suggest you go back to a point before these deletions and restore backups to the test server looking for the undeleted entries.

     

  • callen Profile Picture
    callen 4,595 on at

    The ability to delete unposted GL transactions is quite maddening if users take advantage of it. If you do not allow deletion but a user voids the transaction, you still have a problem.

    The good news is you should be able to use the Reconcile feature in GP 10 or run the distribution history report in the subledger and compare it to the cross-reference report in GL to see exactly what is missing.

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