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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Journal Entry Numbering
Microsoft Dynamics GP (Archived)

Journal Entry Numbering

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Posted on by Ronnie Lamug 15

Hi Everyone,

May i seek help for an explanation on how GP works on its Journal Entry Numbering? It is that one of our client experienced, a massive gap from an existing journal entry number to the next journal entry. Kindly see below image as an example (Data is generated from Smartlist) . Journal Entry #136 is used during 5/1/2014, where at that moment the number series must be in 7000's. Another is Journal Entry #79, it is used in 5/2/2017 whereas again the number series is in 7000's. May I know why this happened? Did GP recycled these journal entries? If it is recycled is there any logic or pattern on how it is done and frequency of it?

JE-Numbers.PNG

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  • Beat Bucher GP Geek GPUG All Star Profile Picture
    Beat Bucher GP Gee... 28,021 Super User 2024 Season 1 on at
    RE: Journal Entry Numbering

    Tamer,

    Yes, this is the time when auditors start to become suspicious some journal entries may have been deleted in the system to hide something.. :-(

  • Suggested answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Journal Entry Numbering

    I am agree with you the gap shouldn't happen to prevent infringement financial criteria by maintain the accounting rules for the company in the same pattern, but unfortunately this is happening in the first case as I mention above, when set the next JE number by greater than the last JE. And fixing this gap will be difficult specially if the gap exist in different fiscal years.

  • Suggested answer
    Beat Bucher GP Geek GPUG All Star Profile Picture
    Beat Bucher GP Gee... 28,021 Super User 2024 Season 1 on at
    RE: Journal Entry Numbering

    Syed is right.. unless someone changed the sequence number in the setup, that gap shouldn't happen..

    Financial >> Setup >> Financial >> General Ledger

    The very first field holds the next GJ #..

  • Suggested answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Journal Entry Numbering

    Ronnie

    JE's are auto increment numbering based on the financial setup since you can determine the next JE number from the setup in case there are any interrupting in JE Trx or yu want to make jump in JE numbering.

    But you have to know that GP deal with JE numbering carefully, which mean you can't back in numbering to reserved number, for example: suppose the last JE you did it is 1000 then you decide to change the next JE number to 1500, which is greater than the last one, there will be a gap in JE number from 1000-1500, but if you set the next JE number 700, which is less tan the last one (1000) the GP will make an automatic shift in numbering until find JE not reserved then will start increment the JE from this JE number.

    Obviously, this the way GP use in dealing with JE number, and be sure GP use this Technic to prevent any duplicate in JE number.

    Hopeful this will be helpful for you and go fine.

    Brgds

    Tamer

  • Syrus Profile Picture
    Syrus 4,156 on at
    RE: Journal Entry Numbering

    JEs are auto incremented and they go to far extended and I see atleast these to 7+ digits unless someone may have entered a JE # manually or manual override is allowed and was GJ or different type. You can check your GL setup and see how Numbering is setup

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