Saturday, October 14, 2017

How to void an AR type cash receipt in Cashbook Management in Microsoft Dynamics GP

One of very critical issue using Cashbook  Bank Management is the voiding of cash receipts.Its bit tricky and would like to share this step-by-step guide on the recommended method.
This article explains how to void an 'AR' type cash receipt in Cashbook Bank Management using Microsoft Dynamics GP. The cash receipt is listed in the Build Deposits Entry window in Cashbook Management and there is no way to delete it in this window. If you deposit it in Cashbook Management and then try to delete this deposit in the Transaction Enquiry/Void window, you will get the message:
This deposit is an AR transaction and cannot be voided from the Bank Recon.

Cause -
By design.  Since it was an 'AR' type cash receipt and updated Receivables Management, the system now considers it to have originated from Receivables Management, and there is no functionality to void the cash receipt in Cashbook Management.

When you post a cash receipt in Cashbook Bank Management, it will create a cash receipt batch in Receivables Management. Depending on what you do with that cash receipt batch in Receivables Management, follow the appropriate method below for voiding the cash receipt:

  • The recommended process is to post the cash receipt batch in Receivables Management and deposit the cash receipt in Cashbook Management. Then void the posted cash receipt in Receivables Management under Posted Transactions (Transactions | Sales | Posted Transactions). The void will flow back to Cashbook Management, and will be listed in the Transaction Enquiry/Void window as a negative amount, to serve as an offset to the deposit for the cash receipt in Cashbook Management. Both the negative amount and deposit will be listed in the Transaction Enquiry/Void window to offset each other. This is the intended design.

    Note: In the Posted Transactions window, be sure to search under Payments. The Number will be the payment number assigned to it when it posted to Receivables. The Receipt number from Cashbook can be found in the lower left corner under the Check Number field with a slash preceding it. So look for the Check number field, and Original Amount. If you need help to find the Number, you can also drill back on it from the Receivables Transaction Enquiry window (Enquiry | Sales |Transaction by Customer), or even look directly in the RM20101 SQL table to find it by querying on the date and amount. With the Payment Number, you should be able to bring it up in the Posted Transactions window in Sales to void it. 
  • Now if you would delete the cash receipt batch in Receivables Management, then you do not have a way to void the cash receipt that is in Cashbook Management. If you deposit it in Cashbook Management and then try to void the deposit, you will get the message indicated above. At this point, the only way to remove the cash receipt from the Build Deposits window in Cashbook Management is to remove it from the following SQL tables (which is not a recommended or supported option): 

CB990007 --this is the table that actually drops it off the Build Deposits window


Recommended Book

A batch is held in the Posting, Receiving, Busy, Marked, Locked, or Edited status in Microsoft Dynamics GP

Hi guys..
One of the most common error we come across when there is an interruption during posting a batch.Here's Microsoft's guidance to go around it..

After you try to post a batch in Microsoft Dynamics GP or in Microsoft Business Solutions - Great Plains, the batch is assigned one of the following statuses:
  • Posting
  • Receiving
  • Busy
  • Marked
  • Locked
  • Edited
You cannot post or unmark the batch. When you try to open the batch, you may receive the following error message:
"Batch is marked for posting by another user."
This problem occurs when you use Microsoft Dynamics GP together with Microsoft SQL Server.

Follow these steps to fix this problem yourself:

  • If you are using Microsoft SQL Server 2000, run the statement in Query Analyzer. To open Management Studio, click Start, point to Programs, point to Microsoft SQL Server 2000 and then click Query Analyzer. To run a script, click New Query.
  • If you are using Microsoft SQL Server 2005, run the statement in Microsoft SQL Server Management Studio. To open Management Studio, click Start, point to Programs, point to Microsoft SQL Server 2005and then click SQL Server Management Studio. To run a script, click New Query.
  • If you are using Microsoft SQL Server 2005 Express, run the statement in Microsoft SQL Server Management Studio Express. To open Management Studio Express, click Start, point to Programs, point to Microsoft SQL Server 2005 and then click SQL Server Management Studio Express. To run a script, click New Query.
  • If you are using Microsoft SQL Server 2008 (and later versions of SQL), run the statement in Microsoft SQL Server Management Studio. To open Management Studio, click Start, point to Programs, point to Microsoft SQL Server 2008 (or the version you have) and then click SQL Server Management Studio. To run a script, click New Query
To run the script, follow these steps:
  1. Make sure that you have a current backup of the company database, and ask all users to exit Microsoft Dynamics GP. To create the backup in Microsoft Dynamics GP, follow the appropriate steps after all users log off from Microsoft Dynamics GP: 
    1. On the File menu, click Backup.
    2. In the Company Name list, click the company that you want to back up.
    3. In the Select the backup file box, click the yellow folder to open the location in which you want to put the backup file.

    1. In the Object Explorer, Expand your databases so you see the database you want to back up.
    2. Right click the Database Name, go to Tasks, and select Backup.
    3. Click the add button and select the location and file name you wish to save your backup to.
    4. Click Ok to start the backup.
  2. View the contents of the following tables to verify that all users are logged off: DYNAMICS..ACTIVITY, DYNAMICS..SY00800, DYNAMICS..SY00801, TEMPDB..DEX_LOCK, and TEMPDB..DEX_SESSION. To do this, run the following script.
    Note When all users are logged off from Microsoft Dynamics GP, these tables will not have any records in them.
  3. If no results are returned, go to 'Step 4'. Otherwise, clear the stuck records by using any of the following appropriate scripts.
  4. Run the following script against the company database. Replace XXX with the batch number or the name of the batch that you are trying to post or select in Microsoft Dynamics GP.
    Note The value of BACHNUMB is the same as the value of the Batch ID window in Microsoft Dynamics GP.
  5. Verify the accuracy of the transactions.
  6. Verify that you can edit and post the batches.

How to start using an existing checkbook to reconcile in Bank Reconciliation for Microsoft Dynamics GP

Hi everyone,
Came across an article that shows how to start using Bank Reconciliation with an existing checkbook in Microsoft Dynamics GP, so you can perform the reconciliation between the Ending Balance on the Bank Statement and the Current Checkbook balance within Microsoft Dynamics GP.
Check it out..

Follow these steps to clear out the old data in an existing checkbook, so you are able to reconcile the Current Checkbook balance in Bank Reconciliation to the Ending Balance on the Bank Statement:

Note Before you follow the instructions in this article, make sure that you have a current backup copy of the company database that you can restore if a problem occurs, or do this in a test company first.
  1. SELECT A STARTING POINT IN TIME: Select a start date or point in time to begin reconciling the existing checkbook. Typically, this is the ending date of the last Bank Statement balance that you reconciled to the GL cash account used with this checkbook (which you should have been doing outside of Microsoft Dynamics GP). You will also want to perform the steps in this article as close afterwards to that date as possible, to minimize the number of outstanding items since that date. The goal will be to get the checkbook balance in Bank Reconciliation to match this balance that was last reconciled between the Bank Statement and General Ledger. To begin, you will need to determine:
    • The last Bank Statement ending date of the last reconciliation you completed between the Bank Statement and the GL cash account that is used with this checkbook. (Note: The GL cash account should only be linked to one checkbook ID.)
    • The Bank Statement Ending balance at this same point in time.
    • The outstanding items for the above reconciliation at this same point in time.
  2. POST ALL BATCHES: Post all the batches from other modules (GL, Payables, Receivables, SOP, POP, etc.) that would affect the checkbook balance. You do not want any other items affecting the checkbook balance or the GL Cash account balance at the same time you are doing maintenance to the checkbook, so it is recommended to have all batches posted in all modules, and ask all users not to key/post any transactions to this checkbook ID or GL cash account during this time.
  3. IDENTIFY OUTSTANDING RECEIPTS: Print a list of cash receipts not yet deposited in Microsoft Dynamics GP to compare to the list of outstanding items from step 1, to identify the outstanding cash receipts. To do this, follow these steps:

    a. Click Reports, point to Financial and click Checkbook.
    b. Select the report for Undeposited Receipts, and click New.
    c. Type in a name for the Option. 
    d. Enter the Checkbook ID for the range and click Insert to add this restriction. 
    e. Click Destination and choose to print the report to the screen, printer, and/or file, and then click OK
    f. Click Print to print the Undeposited Receipts Report
    g. Review the Undeposited Receipts Report to identify which receipts have already been deposited to the bank and reconciled, and which receipts are still outstanding, or part of an outstanding deposit as of the point in time chosen in step 1.
  4. MARK OFF DEPOSITED/RECONCILED RECEIPTS: Mark off the cash receipts in Microsoft Dynamics GP that have already been deposited and reconciled to the Bank Statement as of the point in time in step 1. To do this, follow these steps:

    a. Click Transactions, point to Financial and click Bank Deposits.
    b. For the Option field, select Enter/Edit
    c. Select the appropriate Deposit Date and Checkbook ID.
    d. Select the appropriate Type and enter as many Deposits as needed:

    NOTE: Leave any current cash receipts unmarked that have not yet been deposited to the bank.
    • Deposit With Receipts - Enter a deposit(s) and mark any receipts that are part of an 'outstanding' deposit as of the date chosen in step 1 or after. Enter as many deposits as needed and the Deposit Total for each should match the actual outstanding deposit amount(s) for ease in matching to the bank statement by amount. This deposit option only updates the checkbook balance and does not affect GL. (Note: GL was already updated when the cash receipt was posted.)
    • Clear Unused Receipts - Enter one large deposit for any receipts that are older than the date chosen in step 1 and not part of an outstanding deposit as of this date. This option simply drops the receipt from the Deposit Entry window and does not affect GL. Use this option to clear all old unused data, as you will want to clear all receipts from this window that will not be needed going forward.
    • Deposit Without Receipts - If needed, use this option to enter any 'outstanding' deposits as of the date chosen in step 1, where you could not find the receipts listed that make up this outstanding deposit. This option will affect GL and increase the cash account balance, so you must be absolutely sure that the cash receipts that make up this deposit were not listed in the window (so that GL is not updated twice for the same cash receipt amount).
    • Deposit EFT - Enter a deposit(s) and mark any receipts that are part of any 'outstanding EFT deposit' for cash receipts as of the date chosen in step 1. This option does not affect GL. Note: If you are not registered for EFT for Receivables Management, you may not have this option listed.
    f. Click Post for each deposit keyed. Enter as many deposits as needed, and ensure all receipts for old data or receipts included in an outstanding deposit have been marked off. 
  5. CREATE RECONCILE HEADER: To do this, follow these steps:
    1. Click Transactions, point to Financial, and then click Reconcile Bank Statement.
    2. Select the appropriate Checkbook ID.
    3. Enter the Bank Statement ending balance, and the Bank Statement ending date from the statement that was used in step 1.
    4. Specify a Cutoff Date that is the last day of the month that is being reconciled (which is typically the same date as the Bank Statement Ending Date). This step will only list transactions in Bank Rec through this date and prevent the unintentional clearing of transactions from the following months.
  6. RECONCILE TRANSACTIONS: In the above Reconcile Bank Statements window, click Transactions, to open the Select Bank Transactions window (aka. 'Reconcile' window). Then mark the C' checkbox to clear all the transactions except the following transactions:
    • Outstanding transactions in step 1 should not be marked
    • Any transactions that were entered after the reconciliation date in step 1should not be marked

      HINT: It may be easier to mark a large range as cleared, and then just go back and individually unmark the items that are outstanding. You can mark or unmark a range to be cleared: Simply mark the first checkbox for the beginning of the range and click CONTROL - B to begin the range. Then mark the last checkbox in the range you choose and click CONTROL - E to end the range. Then click CONTROL - K to have the range marked, or press CONTROL - N to unmark this range. (Refer to the drop-down list for Select Range.) 

      NOTE: A Difference between the Adjusted Bank Balance and the Adjusted Book Balance should be expected, and will cause the Reconcile button to be unavailable at this point. Leave this window open in the background, and proceed to the next step.
  7. TURN OFF POSTING TO GL: An adjustment is needed in the above Reconcile window to offset the amount of the Difference. However, this adjustment is not needed in GL, so use the following steps to first turn off posting to GL from Bank Reconciliation:

    a. Click on Microsoft Dynamics GP, point to Tools, point to Setup, point to Posting and click on Posting.
    b. In the Series list, select Financial
    c. In the Origin list, click Reconcile Bank Statement.
    d. Click to clear the Post To General Ledger checkbox. (First take note if 'Post Through General Ledger Files' was marked.)
    e. Click Save.
  8. KEY DUMMY ADJUSTMENT: Back in the Reconcile window, an adjustment is needed to offset the Difference and get the reconciliation to zero for the sake of reconciling. To key the adjustment, follow these steps:

    a. Back in the Reconcile window, click on the Adjustments button. The Reconcile Bank Adjustments window will open.
    b. Take note of the Difference listed at the bottom of the window and key the adjustment needed: If the Difference is a positive number, select Other Expense. But if the difference is a negative number, select Other Income
    c. Enter the cash account. Remember that you turned off posting to GL in the prior step, so no entries will actually be made to GL. 
    d. Enter the amount of the adjustment needed so the Difference shows as $0.00 at the bottom. 
    e. Click OK to close the Reconcile Bank Adjustments window.
    a. Back in the Select Bank Transactions window (or Reconcile window), click File and click Print to open the Print Reconciliation Reports window.
    b. Print the Reconcile Edit List report, and then print the Outstanding Transactions Report. Review the reports and make any changes as necessary.

    Note Make sure that these reports match the reports from the reconciliation in step 1. Specifically, make sure that the outstanding transactions and the Bank Statement Ending Balance match. If any transactions are missing from the Outstanding Transactions report, you must enter them in Bank Transactions, and you must make sure not to post to the general ledger if the transaction has already updated GL. 
    a. Click RECONCILE in the Select Bank Transactions window to perform the reconciliation.
    b. Print the Posting reports to screen/file/printer as you wish.

    Note: Make sure the Outstanding Transactions Report contains the correct Reconciling items to carry forward. 
  11. TURN POSTING TO GL BACK ON. Go back to the Posting Setup and turn posting to GL back on for Bank Reconciliation. To do this:

    a. Click on Microsoft Dynamics GP, point to Tools, point to Setup, point to Posting and click on Posting.
    b. In the Series list, select Financial
    c. In the Origin list, click Reconcile Bank Statement.
    d. Click to remark the Post To General Ledger checkbox. (Also remark the 'Post Through General Ledger Files' button if it was marked before to put it back how it was.)
    e. Click Save
  12. Make sure that the Last Reconciled Balance and Last Reconciled Date in Checkbook Maintenance window matches the Bank Statement Ending balance and Ending Date used. (Click on the Cards menu, point to Financial and click Checkbook.)

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Tuesday, October 10, 2017

The checkbook balance and the general ledger cash account do not balance in Microsoft Dynamics GP

Hi everyone.. 
One of the most frequent issue we come across is the mismatch between GL and checkbook balance.I stumbled upon a KB article worth sharing .. 
Check it out.

Any of the following circumstances may cause a difference between the checkbook balance in Bank Reconciliation and the general ledger cash account.

Note For more information about how to correct these situations and to tie the Bank Reconciliation to the general ledger cash account, contact technical support for Microsoft Dynamics GP.
  • The outstanding information (ie. checkbook balance) was incorrect when you started using Bank Reconciliation.
  • A deposit was posted in Bank Reconciliation (that did not have receipts), and did not post to the general ledger. 
  • Receipts were posted to the general ledger. However, the deposit has not been made to Bank Reconciliation.
  • A 'Deposit to Clear' Receipts deposit was posted to Bank Reconciliation, and those receipts came from Receivables Management or from another module. In this situation, the general ledger may have been updated. However, the checkbook balance may not have been updated.
  • General ledger transactions may still be sitting in a Financial batch waiting to be posted. However, the deposit was made in Bank Reconciliation.
  • The same general ledger cash account is used for more than one checkbook.
  • Posting interruptions occurred.
  • After a posting interruption occurred, the module that had the posting interruption was restored. However, the Bank Reconciliation files were not restored.
  • Non-cash transactions were posted to the general ledger cash account.
  • Posting setup was not set to post to the general ledger for the Bank Reconciliation origins.
  • Bank Reconciliation is not registered.
  • Other modules do not post to the general ledger. However, the modules do update Bank Reconciliation.
  • You entered a transaction to the cash account in the general ledger. However, you did not enter a transaction in Bank Reconciliation.
  • The cash account is coming from a customer, from a vendor, or from a employee instead of from a checkbook.
  • The starting checkbook balance is not equal to the last reconciled balance.
  • A deposit is saved. However, the deposit is not posted.
  • The transaction was edited in a financial batch before it was posted to the general ledger.
  • The same cash account was debited and credited. In this situation, the checkbook balance is updated. However, the general ledger cash account has $0 posted to it.
  • Timing differences; the transaction in Bank Reconciliation was posted to General Ledger with a different date.


Use one of the two methods listed below to reconcile the GL cash account balance to the checkbook balance in Bank Reconciliation: 

METHOD 1: (For Microsoft Dynamics GP 2013 ~ new feature)

In Microsoft Dynamics GP 2013, Bank Reconcilation has been added to the Reconcile to GL routine to help automate the matching process between the GL cash account detail and the Bank Reconciliation detail. This routine will produce an Excel spreadsheet that will determine the matched, potentially matched, and unmatched transactions between Bank Reconciliation and the General Ledger for the date range and GL accounts entered. This Reconcile to GL tool can be found at:

1. Click on Tools under Microsoft Dynamics GP, point to Routines, point to Financial and click Reconcile to GL.

2. Accept the default Reconciliation number.

3. Change the Reconciliation Date if desired.  This field is informational.

4. Enter the Date Range to be reconciled. Note: It works best to reconcile a smaller date range such as a monthly basis.

5. Select the Module of Bank Reconciliation.

6. Select the Checkbook ID to be reconciled.

7. In the Output File, browse out to a location to save the Excel Spreadsheet* to and a default file name will be generated (consisting of the checkbook ID, sequence number and beginning date of the date ranged entered). (The system will store this location and default it in for the next reconciliation for Bank Reconciliation, but you can override it at any time.) 

*It is recommended to make a folder for your reconciliation spreadsheets, as you are allowed to save your reconciliation history. 

8. Under Accounts, the default cash account defined on the Checkbook ID will default in. You can add more GL accounts if needed or override it. 

9. Click Process

10. An Excel spreadsheet will open displaying the items from the Bank Reconciliation table on the left side, and the GL entries on the right side.  The items are listed according to sections for Unmatched Transactions, Potentially Matched Transactions and Matched Transactions. You will need to research the Unmatched Transactions to investigate why there is not a match.  Reasons for unmatched items are listed at the top of this KB article.

Note:  It is suggested to use this spreadsheet as an 'aid' for your regular reconciliation. Focus mainly on researching the items in the Unmatched Transactions section to help you reconcile. The balances should be taken from the Checkbook and the GL Trial balance, and not relied on in this spreadsheet. 

11. Back on the Reconcile to GL window in GP, click Save to save this reconciliation, if you wish to go back and view your reconciliation history it any time. You can click the Excel button to reopen the Excel spreadsheet from any saved reconciliation. 

METHOD 2: (Manual method for any version of Microsoft Dynamics GP)

This method has you print out a list of unreconciled transactions from Bank Rec and a list of what hit the GL cash account to compare to each other, to see what one side has that the other side does not. (This assumes you have balanced in the past and have not marked any new items as reconciled in Bank Rec since.) Here are the steps to print the lists of each side:

1.  CHECKBOOK: Print out a Smartlist of the unreconciled transactions in Bank Reconciliation using the steps below: 

A. On the Microsoft Dynamics GP menu, click Smartlist

B. Expand Financial, and then click Bank Transactions

C. In the Smartlist window, click the Columns button at the top. 

D. In the Change Column Display Window, click Add

E. In the Columns window, click Cleared Date. Hold down the CNTL key and also click on Reconciled. Click OK. Both fields should now be added to the Change Column Display window. You can use the buttons in the right margin to move the order of the columns around. Use the Add button to add more columns at any time. Use the Remove button to remove any column names. Or click Default to set the columns displayed back how it originally was. 

F. Click OK to close the Change Column Display window. 

G. Back on the main Smartlist window, click the Search button at the top. 

H. In the Search Definition 1 section of the Search Bank Transactions window, click Checkbook ID in the Column Name box, click is equal to in the Filter box, and then type your checkbook ID in the Value Box. 

I. In the Search Definition 2 section, add another restriction. In the Column Name box, select GL Posting Date, click is less than in the Filter box, and then select the date. Either key in the date, or use the calendar icon to select it. Note: The filter 'is less than' does not include that date. So for example, if you wanted transactions less than July 31st, you would have to enter is less than Aug 1 in your restriction in order for July 31st transactions to be included. 

J. Add another restriction in the Search Definition 3 section. Click Reconciled in the Column Name box, select is equal to in the Filter box, and then enter No in the Value Box. (This will give you a list of all unreconciled transactions to date in Bank Rec. This should be the same list as you see in the Bank Rec window.) This assumes you haven't marked off any items for reconciling yet for the current month, or since you last reconciled. 

K. Click OK to close the Search Bank Transactions window. 

L. The Smartlist window should refresh and data should populate in the columns. 
-- You can click on the title of any column to have it re-sort by that column. (Click once for ascending order, or click on it again for descending order.)
 -- Click the Columns button to add or remove any columns from the display, or change the order of the columns. 

M. To save this modified Smartlist as a Favorite, click the Favorites button at the top. Key in a Name, and select where you want it to be Visible To. Click Add, and click Add Favorite. The Smartlist should refresh and you should see the name of this smartlist on the left under Bank Transactions, to be used again for the future. 

N. With results in the window, you can also click on Print, or click the Excel button at the top if you would like to view the results in an Excel spreadsheet instead. (It works well to put this in Excel, so you can mark off reconciled items, or color code items as you do your matching.) 

2. CASH ACCOUNT: Print out a detail report for the cash account. In GP, click on Inquiry, point to Financial and click on Detail. Print out a detail report for the cash account for the month you are reconciling. Enter the GL cash account number, and the date range from when you last reconciled. This report will list all the transactions that affected your cash account balance since the last time you reconciled. 

OR, you could print this list from Smartlist if preferred. In Smartlist, click on Financial and Account Transactions. Click Search and (1) restrict to the Account Number 'is equal to' the GL cash account number. (2) Also restrict to the Transaction Date 'is between' the first and last day of the month you are reconciling. This should produce the same list as the Detail Report in GP. 

3. COMPARE: You will need to compare the two lists printed above, and cross off items that match, to determine what items are on one side that are missing from the other. This will help you to locate all the differences. Research any outstanding items to see why an entry is missing from the other side and correct as needed.

In a regular support case, we can tell you how to print the lists above, but digging through the data for you to locate the differences would be considered a consulting expense and not something we will do in a regular support case. 

Recommended Book

How to void an AR type cash receipt in Cashbook Management in Microsoft Dynamics GP

Hello.. One of very critical issue using Cashbook  Bank Management is the voiding of cash receipts.Its bit tricky and would like to share t...