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Journal Entry Numbering

Microsoft Dynamics GP Forum

Ronnie Lamug asked a question on 7 Dec 2017 3:18 AM

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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?

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Syed aka Szars (cesar) arshad responded on 7 Dec 2017 8:03 AM
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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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Tamer S. Alwisy responded on 7 Dec 2017 8:56 AM
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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

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Béat Bucher responded on 7 Dec 2017 9:34 AM
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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 #..

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Tamer S. Alwisy responded on 7 Dec 2017 11:38 AM
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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.

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Béat Bucher responded on 7 Dec 2017 11:47 AM

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.. :-(

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Tamer S. Alwisy responded on 7 Dec 2017 8:56 AM
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Suggested Answer

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

Reply
Béat Bucher responded on 7 Dec 2017 9:34 AM
Suggested Answer

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 #..

Reply
Tamer S. Alwisy responded on 7 Dec 2017 11:38 AM
My Badges
Suggested Answer

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.

Reply

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