The Ledger : posting errors

My Credit Memo is Posting Twice!

Julia Petit — Thu, 04 Jun 2009 18:08:00 GMT

"Hey! My credit memo is posting for the second time!" Ever had this thought when posting? Or what about "Wait, why does this credit memo show on my validation report twice? I only want it to post once."

If you have, you're probably starting to wonder if you actually did post the credit memo. Maybe you've even checked the credit memo record just to verify. If in fact it is posted don't worry. Along with posting a credit memo, there are credit memo applications. So it's not that the credit memo is posting again, or posting twice, it's the credit memo applications that are posting.

The credit memo applications are purely for reporting purposes. These are great to have when you want to see when a credit memo was actually applied to its invoice. If you posted the credit memo last year and applied it today, the applications will show on the validation report. These transactions simply say, "Hey, just in case you want to know for the future, this is when you actually applied this credit memo to a charge or invoice."

If you are concerned with how application transactions affect your General Ledger, no worries there either. All these applications will do is debit and credit the AP Summary Account, making the net affect a big fat zero. Take a look at What Journal Entries are created in Accounts Payable to see what debit and credit entries are created when posting.

Still not wanting to see these applications? Never fear. Check out Knowledgebase solution BB148353 to see how to set the applications to Do Not Post.

Is it Okay to Cancel Out of Posting, Copying, or Reversing a Batch?

Jennifer Maroney — Mon, 18 May 2009 11:42:00 GMT

Do you ever notice your workstation task manager shows The Financial Edge is not responding? Just because it shows not responding on your workstation doesn't mean that FE has stopped working. Many times the process is still running on the server. If you cancel the process at the wrong point it could result in data corruption and who wants that?

Pardon the interruption, but this is a great example of why you should regularly back up your database. Check out the Backup and Recovery series on Inside the Edge for more details about the importance of backing up your database and testing it on a regular basis. Now back to you regularly scheduled program.

Here are some helpful tips:

Before initiating the process, disable any applications running unnecessarily, including those running in the background that may be using up system resources.
Post regularly, and assign a specific time of day to complete your posting.
Large batches with complex distributions, attributes, transaction codes, and projects will take longer to process because more information must be validated for each element of the transaction. If you have large distributions, post in smaller batches.
Allow sufficient time for the process to finish.
If you think you have performance issues, check out Knowledgebase solution BB8626 for performance considerations.

So remember, the next time you're posting, copying, or reversing a batch and your workstation's task manager indicates that the software is not responding, wait before you cancel the process.

Talk to you soon!

Posting Errors? Check Your Post Dates

Jennifer Maroney — Thu, 01 Jan 2009 12:28:00 GMT

If your fiscal year or period has ended, you may suddenly start receiving errors such as Period Closed or Period Not Found when posting to General Ledger. These errors happen when transactions post to a hard-closed, soft-closed, or an undefined fiscal year. To resolve the error:

Review the Batch Validation or Pre-post Report to find the transactions that failed validation. You can find the exceptions in bold under the problem transaction. If you are posting a journal entry batch, the cursor stops in the date field of the transaction causing the error message.
If the post date is incorrect, change the post date of the transaction to a valid, open fiscal year. In Accounts Payable, if the Post date field is grayed out on a paid invoice, refer to How to edit the post date on a paid but unposted invoice.
If the post date is correct:
1. Verify the fiscal year was created. If it hasn't been created, add the new fiscal year.
2. If the fiscal year exists and is soft closed, reopen the period.
3. If the fiscal year is hard closed, restore to a backup created before the fiscal year was closed or post to an open fiscal period.
  Note: If you restore to a backup, any data entered after the backup was created will be lost.

Happy posting. Talk to you soon!