To see more information about GL tables in Dynamics GP, visit my GL Tables page. For more Dynamics GP SQL code, take a look at my GP Reports page.

~~~~~

CREATE VIEW view_GL_Trx
AS


/******************************************************************
view_GL_Trx
Created Apr 27, 2011 by Victoria Yudin - Flexible Solutions, Inc.
For updates see http://victoriayudin.com/gp-reports/
- Returns all lines for all GL transactions
- Excludes year-end closing entries
- Excludes voided transactions
- Returns Functional amounts only

Tables used: GL10000
- Work Trx header GL10001
- Work Trx detail GL20000
- Open Year Trx GL30000
- Historical Trx GL00100
- Account Master GL00105
- Account Index Master
******************************************************************/

SELECT
Trx_Status,
TRXDATE Trx_Date,
JRNENTRY Journal_Entry,
ACTNUMST Account_Number,
ACTDESCR Account_Description,
DEBITAMT Debit_Amount,
CRDTAMNT Credit_Amount,
REFRENCE Reference,
SOURCDOC Source_Document,
ORTRXSRC Originating_TRX_Source,
ORMSTRID Originating_Master_ID,
ORMSTRNM Originating_Master_Name,
ORDOCNUM Originating_Doc_Number,
CURNCYID Currency_ID

FROM
(SELECT ACTINDX, TRXDATE, SOURCDOC, JRNENTRY, ORTRXSRC, REFRENCE,
     ORDOCNUM, ORMSTRID, ORMSTRNM, DEBITAMT, CRDTAMNT, CURNCYID,
     Trx_Status = 'Open'
FROM GL20000
     WHERE SOURCDOC not in ('BBF','P/L')
     AND VOIDED = 0

UNION ALL

SELECT ACTINDX, TRXDATE, SOURCDOC, JRNENTRY, ORTRXSRC, REFRENCE,
     ORDOCNUM, ORMSTRID, ORMSTRNM, DEBITAMT, CRDTAMNT, CURNCYID,
     Trx_Status = 'History'
FROM GL30000
     WHERE SOURCDOC not in ('BBF','P/L')
     AND VOIDED = 0

UNION ALL

SELECT GD.ACTINDX, GH.TRXDATE, GH.SOURCDOC, GH.JRNENTRY, GH.ORTRXSRC,
     GH.REFRENCE, GD.ORDOCNUM, GD.ORMSTRID, GD.ORMSTRNM, GD.DEBITAMT,
     GD.CRDTAMNT, GH.CURNCYID, Trx_Status = 'Work'
FROM GL10000 GH
   INNER JOIN GL10001 GD
   ON GH.JRNENTRY = GD.JRNENTRY
     WHERE VOIDED = 0) GL

INNER JOIN GL00105 GM
ON GL.ACTINDX = GM.ACTINDX

INNER JOIN GL00100 GA
ON GL.ACTINDX = GA.ACTINDX

/** the following will grant permissions to this view to DYNGRP,
leave this section off if you do not want to grant permissions **/
GO
GRANT SELECT ON view_GL_Trx TO DYNGRP

~~~~~

Disclaimer: I tested this on limited data, if you find an issue or have a suggestion for improvement, please let me know and I will post the update here for everyone.

~~~~~

CREATE VIEW view_Payables_POP_Invoices
AS
/*******************************************************************
view_Payables_POP_Invoices
Created on Sep 1, 2010 by Victoria Yudin - Flexible Solutions, Inc.
For updates visit http://victoriayudin.com/gp-reports/
Returns Payables Invoices only
Updated on Feb 10, 2011 to include GL journal entry number
*******************************************************************/

SELECT	PM.VCHRNMBR Voucher_Number,
	PM.VENDORID Vendor_ID,
	POP.VENDNAME Vendor_Name,
	PM.DOCDATE Invoice_Date,
	PM.DUEDATE Due_Date,
	PM.DOCNUMBR Invoice_Number,
	PM.DOCAMNT Invoice_Amount,
	PM.CURTRXAM Unpaid_Amount,
	CASE PM.VOIDED
		WHEN 0 THEN 'No'
		WHEN 1 THEN 'Yes'
		END Voided,
	POP.POPRCTNM POP_Receipt_Number,
	CASE POP.POPTYPE
		WHEN 2 THEN 'Invoice'
		WHEN 3 THEN 'Shipment/Invoice'
		END Receipt_Type,
	POP.receiptdate Receipt_Date,
	I.RCPTLNNM Receipt_Line_Num,
	I.PONUMBER PO_Number,
	I.ITEMNMBR Item_Number,
	I.ITEMDESC Item_Description,
	R.QTYINVCD Quantity_Invoiced,
	R.UOFM U_of_M,
	I.UNITCOST Unit_Cost,
	I.EXTDCOST Extended_Cost,
	I.LOCNCODE Site_ID,
	CASE I.NONINVEN
		WHEN 0 THEN 'Inventory Item'
		WHEN 1 THEN 'Non-Inventory Item'
		END Item_Type,
	G.JRNENTRY Journal_Entry_Number

FROM
	(SELECT VCHRNMBR,VENDORID, DOCDATE,
		DUEDATE, DOCNUMBR, DOCAMNT,
		CURTRXAM, DOCTYPE, VOIDED
	 FROM PM20000
	 UNION ALL
	 SELECT VCHRNMBR,VENDORID, DOCDATE,
		DUEDATE, DOCNUMBR, DOCAMNT,
		CURTRXAM, DOCTYPE, VOIDED
	 FROM PM30200) PM  -- PM trx

INNER JOIN POP30300 POP  -- POP header
	ON PM.VENDORID = POP.VENDORID
	AND PM.DOCNUMBR = POP.VNDDOCNM

INNER JOIN POP30310 I  -- POP detail
	ON I.POPRCTNM = POP.POPRCTNM

INNER JOIN POP10500 R  -- recceipt details
	ON R.POPRCTNM = I.POPRCTNM
	AND R.RCPTLNNM = I.RCPTLNNM

LEFT OUTER JOIN
	(SELECT DISTINCT SOURCDOC, JRNENTRY, ORDOCNUM, ORMSTRID
	 FROM GL20000
	   UNION
	 SELECT DISTINCT SOURCDOC, JRNENTRY, ORDOCNUM, ORMSTRID
 	 FROM GL30000
	   UNION
	 SELECT DISTINCT SOURCDOC, a.JRNENTRY, ORDOCNUM, ORMSTRID
	 FROM GL10001 a
	   INNER JOIN GL10000 b
	   ON a.JRNENTRY = b.JRNENTRY) G  --GL entries
	ON G.ORDOCNUM = R.POPRCTNM
	AND G.ORMSTRID = R.VENDORID
	AND G.SOURCDOC in ('POIVC','RECVG')

WHERE PM.DOCTYPE = 1  -- invoices only
AND POP.POPTYPE in (2,3)  -- invoices only

/** the following will grant permissions to this view to DYNGRP,
leave this section off if you do not want to grant permissions **/
GO
GRANT SELECT ON view_Payables_POP_Invoices TO DYNGRP

~~~~~

For more Dynamics GP SQL scripts take a look at the GP Reports page on this blog.

Disclaimer: I tested this on limited data, if you find an issue or have a suggestion for improvement, please let me know and I will post the update here for everyone.

• Added Due To and Due From distribution types for anyone using Intercompany transactions.
• Added Realized Gain and Realized Loss distribution types for Multicurrency transactions.
• Added Currency ID, Exchange Rate and Originating Debit/Credit fields.
• Added Distribution Reference, Batch ID and Transaction Description fields.
• Added Voucher Number.

As always, if you find any issues or would like any additional updates, please let me know.

There are also enough Payables SQL scripts that I have moved them to their own page. The page can also be accessed from the main navigation menu on this blog under GP Reports and on my GP Reports page.

For more views like this, check out my GP Reports page.

For help with using this in SmartList Builder, take a look at my post on How to use a SQL view in SmartList Builder.

~~~~~

CREATE VIEW view_RM_Trx_Distributions
AS

/*******************************************************************
view_RM_Trx_Distributions
Created on Feb 10, 2010 by Victoria Yudin - Flexible Solutions, Inc.
For updates see http://victoriayudin.com/gp-reports/
Returns all posted (open and history) Receivables transactions
with their GL distributions. All amounts are functional.
Tables used:
RO: RM20101 - Open Transactions
RH: RM30101 – Historical Transactions
DO: RM10101 - Work and Open Distributions
DH: RM30301 - Historical Distributions
G: GL00105 - Account Index Master
*******************************************************************/

SELECT RO.CUSTNMBR Customer_ID,
       RO.CPRCSTNM Parent_Customer,
       RO.RMDTYPAL Doc_Type_Number,
       CASE RO.RMDTYPAL
         WHEN 0 THEN 'Reserved'
         WHEN 1 THEN 'Invoice'
         WHEN 2 THEN 'Scheduled Pmt'
         WHEN 3 THEN 'Debit Memo'
         WHEN 4 THEN 'Finance Charge'
         WHEN 5 THEN 'Service Repair'
         WHEN 6 THEN 'Warranty'
         WHEN 7 THEN 'Credit Memo'
         WHEN 8 THEN 'Return'
         WHEN 9 THEN 'Payment'
         ELSE ''
         END Document_Type,
       RO.DOCNUMBR Document_Number,
       RO.CHEKNMBR Check_Number,
       RO.BACHNUMB Batch_ID,
       RO.BCHSOURC Batch_Source,
       RO.TRXSORCE Trx_Source,
       CASE RO.CSHRCTYP
         WHEN 0 THEN 'Check'
         WHEN 1 THEN 'Cash'
         WHEN 2 THEN 'Credit Card'
         ELSE ''
         END Cash_Receipt_Type,
       RO.DUEDATE Due_Date,
       RO.DOCDATE Document_Date,
       RO.POSTDATE Posted_Date,
       RO.PSTUSRID Post_User_ID,
       RO.GLPOSTDT GL_Posting_Date,
       RO.LSTEDTDT Last_Edit_Date,
       RO.LSTUSRED Last_User_To_Edit,
       RO.ORTRXAMT Original_Trx_Amount,
       RO.CURTRXAM Current_Trx_Amount,
       RO.SLSAMNT Sales_Amount,
       RO.COSTAMNT Cost_Amount,
       RO.FRTAMNT Freight_Amount,
       RO.MISCAMNT Misc_Amount,
       RO.TAXAMNT Tax_Amount,
       RO.COMDLRAM Commission_Amount,
       RO.CASHAMNT Cash_Amount,
       RO.DISTKNAM Discount_Taken_Amount,
       RO.DISAVAMT Discount_Avail_Amount,
       RO.DISCRTND Discount_Returned,
       RO.DISCDATE Discount_Date,
       RO.DSCDLRAM Discount_Dollar_Amount,
       RO.DSCPCTAM Discount_Percent_Amount,
       RO.WROFAMNT Write_Off_Amount,
       RO.TRXDSCRN Trx_Description,
       RO.CSPORNBR Customer_PO,
       RO.SLPRSNID Salesperson_ID,
       RO.SLSTERCD Sales_Territory,
       RO.DINVPDOF Date_Inv_Paid_Off,
       RO.PPSAMDED PPS_Amount_Deducted,
       RO.GSTDSAMT GST_Discount_Amount,
       CASE RO.VOIDSTTS
         WHEN 0 THEN 'Not Voided'
         WHEN 1 THEN 'Voided'
         WHEN 2 THEN 'NSF check'
         WHEN 3 THEN 'Waived finance charge'
         ELSE ''
         END VoidS_tatus,
       RO.VOIDDATE Void_Date,
       RO.TAXSCHID Tax_Schedule_ID,
       RO.CURNCYID Currency_ID,
       RO.PYMTRMID Payment_Terms_ID,
       RO.SHIPMTHD Shipping_Method,
       RO.TRDISAMT Trade_Discount_Amount,
       RO.NOTEINDX Note_Index,
       RO.Tax_Date Tax_Date,
       coalesce(G.ACTNUMST,'') Account_Number,
       CASE DO.DISTTYPE
         WHEN 1 THEN 'Cash'
         WHEN 2 THEN 'Terms Taken'
         WHEN 3 THEN 'Accounts Receivable'
         WHEN 4 THEN 'Writeoffs'
         WHEN 5 THEN 'Terms Available'
         WHEN 6 THEN 'GST'
         WHEN 7 THEN 'PPS'
         WHEN 8 THEN 'Other'
         WHEN 9 THEN 'Sales'
         WHEN 10 THEN 'Trade'
         WHEN 11 THEN 'Frieght'
         WHEN 12 THEN 'Miscellaneous'
         WHEN 13 THEN 'Taxes'
         WHEN 14 THEN 'COGS'
         WHEN 15 THEN 'Inventory'
         WHEN 16 THEN 'Finance Charges'
         WHEN 17 THEN 'Returns'
         WHEN 18 THEN 'Debit Memo'
         WHEN 19 THEN 'Credit Memo'
         WHEN 20 THEN 'Service'
         WHEN 21 THEN 'Warranty Expense'
         WHEN 22 THEN 'Warranty Sales'
         WHEN 23 THEN 'Commissions Expense'
         WHEN 24 THEN 'Commissions Payable'
         WHEN 25 THEN 'Unit Account'
         WHEN 26 THEN 'Rounding'
         WHEN 27 THEN 'Realized Gain'
         WHEN 28 THEN 'Realized Loss'
         WHEN 29 THEN 'Unrealized Gain'
         WHEN 30 THEN 'Unrealized Loss'
         ELSE ''
         END 'Distribution_Type',
       coalesce(DO.DEBITAMT,0) Debit_Amount,
       coalesce(DO.CRDTAMNT,0) Credit_Amount,
       coalesce(DO.DistRef,'') Distribution_Reference

FROM RM20101 RO
    LEFT OUTER JOIN
       RM10101 DO
       ON RO.RMDTYPAL = DO.RMDTYPAL
       AND RO.DOCNUMBR = DO.DOCNUMBR
    LEFT OUTER JOIN
       GL00105 G
       ON DO.DSTINDX = G.ACTINDX

UNION ALL

SELECT RH.CUSTNMBR Customer_ID,
       RH.CPRCSTNM Parent_Customer,
       RH.RMDTYPAL Doc_Type_Number,
       CASE RH.RMDTYPAL
         WHEN 0 THEN 'Reserved'
         WHEN 1 THEN 'Invoice'
         WHEN 2 THEN 'Scheduled Pmt'
         WHEN 3 THEN 'Debit Memo'
         WHEN 4 THEN 'Finance Charge'
         WHEN 5 THEN 'Service Repair'
         WHEN 6 THEN 'Warranty'
         WHEN 7 THEN 'Credit Memo'
         WHEN 8 THEN 'Return'
         WHEN 9 THEN 'Payment'
         ELSE ''
         END Document_Type,
       RH.DOCNUMBR Document_Number,
       RH.CHEKNMBR Check_Number,
       RH.BACHNUMB Batch_ID,
       RH.BCHSOURC Batch_Source,
       RH.TRXSORCE Trx_Source,
       CASE RH.CSHRCTYP
         WHEN 0 THEN 'Check'
         WHEN 1 THEN 'Cash'
         WHEN 2 THEN 'Credit Card'
         ELSE ''
         END Cash_Receipt_Type,
       RH.DUEDATE Due_Date,
       RH.DOCDATE Document_Date,
       RH.POSTDATE Posted_Date,
       RH.PSTUSRID Post_User_ID,
       RH.GLPOSTDT GL_Posting_Date,
       RH.LSTEDTDT Last_Edit_Date,
       RH.LSTUSRED Last_User_To_Edit,
       RH.ORTRXAMT Original_Trx_Amount,
       RH.CURTRXAM Current_Trx_Amount,
       RH.SLSAMNT Sales_Amount,
       RH.COSTAMNT Cost_Amount,
       RH.FRTAMNT Freight_Amount,
       RH.MISCAMNT Misc_Amount,
       RH.TAXAMNT Tax_Amount,
       RH.COMDLRAM Commission_Amount,
       RH.CASHAMNT Cash_Amount,
       RH.DISTKNAM Discount_Taken_Amount,
       RH.DISAVAMT Discount_Avail_Amount,
       RH.DISCRTND Discount_Returned,
       RH.DISCDATE Discount_Date,
       RH.DSCDLRAM Discount_Dollar_Amount,
       RH.DSCPCTAM Discount_Percent_Amount,
       RH.WROFAMNT Write_Off_Amount,
       RH.TRXDSCRN Trx_Description,
       RH.CSPORNBR Customer_PO,
       RH.SLPRSNID Salesperson_ID,
       RH.SLSTERCD Sales_Territory,
       RH.DINVPDOF Date_Inv_Paid_Off,
       RH.PPSAMDED PPS_Amount_Deducted,
       RH.GSTDSAMT GST_Discount_Amount,
       CASE RH.VOIDSTTS
         WHEN 0 THEN 'Not Voided'
         WHEN 1 THEN 'Voided'
         WHEN 2 THEN 'NSF check'
         WHEN 3 THEN 'Waived finance charge'
         ELSE ''
         END Void_Status,
       RH.VOIDDATE Void_Date,
       RH.TAXSCHID Tax_Schedule_ID,
       RH.CURNCYID Currency_ID,
       RH.PYMTRMID Payment_Terms_ID,
       RH.SHIPMTHD Shipping_Method,
       RH.TRDISAMT Trade_Discount_Amount,
       RH.NOTEINDX Note_Index,
       RH.Tax_Date Tax_Date,
       coalesce(G.ACTNUMST,'') Account_Number,
       CASE DH.DISTTYPE
         WHEN 1 THEN 'Cash'
         WHEN 2 THEN 'Terms Taken'
         WHEN 3 THEN 'Accounts Receivable'
         WHEN 4 THEN 'Writeoffs'
         WHEN 5 THEN 'Terms Available'
         WHEN 6 THEN 'GST'
         WHEN 7 THEN 'PPS'
         WHEN 8 THEN 'Other'
         WHEN 9 THEN 'Sales'
         WHEN 10 THEN 'Trade'
         WHEN 11 THEN 'Frieght'
         WHEN 12 THEN 'Miscellaneous'
         WHEN 13 THEN 'Taxes'
         WHEN 14 THEN 'COGS'
         WHEN 15 THEN 'Inventory'
         WHEN 16 THEN 'Finance Charges'
         WHEN 17 THEN 'Returns'
         WHEN 18 THEN 'Debit Memo'
         WHEN 19 THEN 'Credit Memo'
         WHEN 20 THEN 'Service'
         WHEN 21 THEN 'Warranty Expense'
         WHEN 22 THEN 'Warranty Sales'
         WHEN 23 THEN 'Commissions Expense'
         WHEN 24 THEN 'Commissions Payable'
         WHEN 25 THEN 'Unit Account'
         WHEN 26 THEN 'Rounding'
         WHEN 27 THEN 'Realized Gain'
         WHEN 28 THEN 'Realized Loss'
         WHEN 29 THEN 'Unrealized Gain'
         WHEN 30 THEN 'Unrealized Loss'
         ELSE ''
         END 'Distribution_Type',
       coalesce(DH.DEBITAMT,0) Debit_Amount,
       coalesce(DH.CRDTAMNT,0) Credit_Amount,
       coalesce(DH.DistRef,'') Distribution_Reference

FROM RM30101 RH
    LEFT OUTER JOIN
       RM30301 DH
       ON RH.RMDTYPAL = DH.RMDTYPAL
       AND RH.DOCNUMBR = DH.DOCNUMBR
    LEFT OUTER JOIN
       GL00105 G
       ON DH.DSTINDX = G.ACTINDX

/** the following will grant permissions to this view to DYNGRP,
leave this section off if you do not want to grant permissions **/
GO
GRANT SELECT ON view_RM_Trx_Distributions TO DYNGRP

~~~~~

Disclaimer: I tested this on limited data, if you find an issue or have a suggestion for improvement, please let me know and I will post the update here for everyone.

• Document Date or Date: the subledger date. For most companies this is the actual date on the invoice that they receive from a vendor or send to a customer. In the Bank Reconciliation module this date is called Transaction Date or TRX Date.
• Posting Date or GL Posting Date: the date the transaction will post to the General Ledger and thus the date that determines when the transaction will show up on your financial statements. This becomes the Transaction Date in the General Ledger.
• General Ledger Transaction Date: the date that determines the period the transaction will show up for on your financial statements. This is the same as the Posting Date or GL Posting Date that is found in the subledgers.
• Posted Date: the date the transaction was actually posted. This will be the system date, not the ‘GP User Date’ at the time of the posting.
• Apply Date: the subledger apply date. This will be used when running aging reports using the Document Date and will be the subledger date for any transactions created during the apply process.  Will also be used for the Date Invoice Paid Off (see below).
• Apply Posting Date: the General Ledger apply date. Will be used when running aging reports using the GL Posting Date and will be the General Ledger Transaction Date for any transactions created during the apply process.
• Date Invoice Paid Off: the date an invoice was fully applied (using the Apply Date).

• Year-end close transactions are excluded
• Only functional amounts are brought in
• Unposted transactions will not be shown

~~~~~

CREATE VIEW view_Posted_GL_Trx
AS

/*******************************************************************
view_Posted_GL_Trx
Created Aug 11, 2009 by Victoria Yudin - Flexible Solutions, Inc.
For updates see http://victoriayudin.com/gp-reports/
- Returns all lines for posted GL transactions
- Excludes year-end closing entries
- Returns Functional amounts only
GL20000 - Open Year Trx
GL30000 - Historical Trx
GL00100 - Account Master
GL00105 - Account Index Master
*******************************************************************/

SELECT	YEAR1 Trx_Year,
	TRXDATE Trx_Date,
	JRNENTRY Journal_Entry,
	ORTRXSRC Originating_TRX_Source,
	REFRENCE Reference,
	ORMSTRID Originating_Master_ID,
	ORMSTRNM Originating_Master_Name,
	ORDOCNUM Originating_Doc_Number,
	DEBITAMT Debit_Amount,
	CRDTAMNT Credit_Amount,
	ACTNUMST Account_Number,
	ACTDESCR Account_Description,
	CURNCYID Currency_ID
FROM
(SELECT ACTINDX, OPENYEAR YEAR1, TRXDATE,
	JRNENTRY, ORTRXSRC, REFRENCE,
	ORDOCNUM, ORMSTRID, ORMSTRNM,
	DEBITAMT, CRDTAMNT, CURNCYID
 FROM	GL20000
 WHERE	SOURCDOC not in ('BBF','P/L')
 UNION ALL
 SELECT ACTINDX, HSTYEAR YEAR1, TRXDATE,
	JRNENTRY, ORTRXSRC, REFRENCE,
	ORDOCNUM, ORMSTRID, ORMSTRNM,
	DEBITAMT, CRDTAMNT,CURNCYID
 FROM	GL30000
 WHERE   SOURCDOC not in ('BBF','P/L')) GL
INNER JOIN GL00105 GM
     ON GL.ACTINDX = GM.ACTINDX
INNER JOIN GL00100 GA
     ON GL.ACTINDX = GA.ACTINDX

/** the following will grant permissions to this view to DYNGRP,
leave this section off if you do not want to grant permissions **/
GO
GRANT SELECT ON view_Posted_GL_Trx TO DYNGRP

~~~~~

Disclaimer: I tested this on limited data, if you find an issue or have a suggestion for improvement, please let me know and I will post the update here for everyone

• Create a new Row format with one line encompassing all your accounts:

If you have any unit accounts, make sure to exclude them unless you want to see them on the Trial Balance.

• Create a Column format to show the columns you want, here is an example showing the beginning balance, net change and ending balance:

You can do a lot of different things here, for example, I sometimes use a version that will show the net change for each month individually.

• Create a new Catalog and change the following default settings:
  • Set Detail level to Financial & Account
  • On the Report Options tab check:
    • Display rows with no amounts
    • Display reports with no active rows
• Generate the report, you will get something like the following in the DrillDown Viewer:
• Now to get this into Excel:
  • Go to File > Export > Worksheet File > Formatted Excel
  • Select a file name and destination
  • On the Export Selection window uncheck Financial report and check Detail (supporting) report
  • Click OK and FRx will automatically open Excel with your detailed Trial Balance:

  

• You can also set this up to print to Excel automatically (skipping the steps above to have to Export from the DrillDown Viewer). To do this:
  • Go to the Output tab, then the Output Options tab
  • Change the drop-down option to Formatted Excel and pick a destination and the other settings as desired

Update on August 27, 2009:

I have been asked a few times recently how to show debits and credits in separate columns on a Trial Balance in FRx. To accomplish that, change the column layout I suggested above to look like the following:

Below I will go through examples of the three most common transactions I see this happen with: Sales Order Processing, General Ledger, Payables. I will also, when possible, tell you what you can do to help mitigate this.

Sales Order Processing

When editing a Sales Order Processing transaction, let’s say you change the quantity on one of the lines – as soon as you tab off that line, the change is saved in the database. Out-of-the-box, the old value is no longer stored, so all GP knows about now is the new value you have entered. At this point if you go to close the screen, you get the following:

Read this very carefully – it does not ask whether you want to save or delete your changes. The message talks about saving or deleting the document (aka transaction). Your options:

1. Save the transaction as it is now, with your changes.
2. Delete the transaction. Yes, this deletes the entire transaction and it is not reversible.
3. Cancel for now, make additional changes, but then you will have to either save or delete afterwards.

In Sales Order Processing to minimize the risk of inadvertently deleting a transaction you can either disallow deletion of transactions or allow them but set up a password:

These settings can be different for every combination of  Transaction Type and ID. So if you have 10 different order type IDs, you would need to change the settings for each of them individually. Note that the password is not masked, meaning anyone that has access to this window will be able to see or change it.

General Ledger

General Ledger is where I see this issue most often. A typical scenario is this: one user will post transactions in a subledger and another user will review these transactions in the GL before posting them. The reviewer will go to close the screen, thinking no change was made, but GP detected a change, perhaps because of clicking around in the fields, so the user is prompted with:

This is worded a little differently but your options are the same – you can either save the transaction with your changes, delete the entire transaction or cancel to go back to the transaction as it is now. There is no option to undo your changes. 

Deleting GL transactions was prevalent enough that starting with version 8.0 of Dynamics GP a setting was added to globally disallow deletion of saved transactions in the General Ledger (Tools > Setup > Financial > General Ledger):

This is a per company setting and I recommend to always have this option unchecked in all your companies. There are very few cases where a GL transaction actually needs to be deleted. In those cases, this setting can be temporarily changed, then put back. For day-to-day GL transaction deletions, use the Void option instead. 

Payables

While all the prompts asking about saving and deleting are very similar, I think the message in Payables Transaction Entry is the most misleading of the three I am writing about:

This one actually asks about changes and doesn’t mention deleting the transaction, but still, if Delete is chosen, then entire transaction will be deleted. Even more bad news about Payables: I don’t know of any setting to prevent this. The only option is to disallow deletion of printed transactions (Tools > Setup > Purchasing > Payables):

However 99% of the users that I know never print payables documents (to do so, click the bigger Print button in the middle of the toolbar on a Payables Transaction Entry window), so this setting is not much help. If you happen to print a check during the Payables Transaction Entry, that will automatically disallow deleting the transaction (and rightly so), but most users do not print checks from the transaction entry screen. On the other hand, re-entering a saved payables transaction is typically not as bad as a GL or sales transaction, so if I had to pick one without an option to disallow deleting, payables would be it.

Just to set the stage, I am talking about the window titled Sales Transaction Entry (Transactions > Sales > Sales Transaction Entry):

And the GL distributions that are shown when you click on the Distributions button:

~~~~~

Question:  Why are there no distributions for Inventory and Cost of Goods (COGS)? 

Answer:  The distributions for Inventory and COGS are always based on the cost of the inventory items at the time the invoice is posted. Since the cost can keep changing with other transactions being posted, GP does not actually calculate the cost (and thus the Inventory and COGS distributions) until the invoice is posted.

~~~~~

Question:  If I expand the line item to see more detail I see a cost, but it’s not correct. Why is that?

Answer:  This cost is filled in at the time the invoice is created. This is informational only at this point and will not be what is used as the cost when the invoice is posted. At the time of posting the cost will be recalculated. Once posted, if you look at the invoice and drill into the detail, it will show the correct cost the invoice was posted with.  

~~~~~

Question:  How do I see what GL account numbers will be used for Inventory and COGS when the invoice is posted?

Answer:  Since these accounts can be different for every item, you need to drill down on each item by clicking on the item to highlight it, clicking on the blue arrow next to the Item Number hyperlink:

And then clicking on the Distributions button:

You will see not only the Inventory and COGS distribution accounts, but any other line item specific account numbers:

Since these accounts can be different for every line item this can get quite cumbersome to look through if you have a lot of line items. If you wanted to see the Inventory and COGS accounts for all line items on a transaction you could use the Sales Line Items SmartList and bring in the COGS Account Number and Inventory Account Number columns. [Note: When testing this on versions 9.0 and 10.0 of GP I see 3 columns available with the same exact names. In my experience, the first one of these 3 will be the correct one, but since there any many various setups out there, you should test yours to make sure that you're looking at the correct columns before relying on them.]

~~~~~

Question:  Can I change these distribution accounts? 

Answer:  Yes, you can change these for every transaction line – the changes will be saved for this transaction line only and will not effect any other lines or transactions. No setup will be changed by making changes to individual transactions or lines. When you make a change and save the line item, you will get the following message:

Make sure to say Yes to this.

~~~~~

Question:  How does the system decide what GL account numbers to use? 

Answer:  Take a look at your Sales Order Processing Setup (Tools > Setup > Sales > Sales Order Processing):

If you have chosen to use Posting Accounts from Item, then the system looks for the accounts in this order:

1. Inventory Item setup (Cards > Inventory > Item > click on Accounts)
2. Posting Accounts for Inventory series (Tools > Setup > Posting > Posting Accounts > choose Inventory for Display)

If you have chosen to use Posting Accounts from Customer, then the system looks for the accounts in this order:

1. Customer setup (Cards > Sales > Customer > Accounts)
2. Posting Accounts for Sales series (Tools > Setup > Posting > Posting Accounts > choose Sales for Display)

Important note:  Changing any of the setup options will not have any impact on already saved transactions. 

~~~~~

Question:  I am getting an error saying something similar to ”This Sales distribution amount is incorrect and will not be posted.  Do you want to save with errors?” What cases this and what do I do?

Answer:  There are typically 2 reasons why you will get distributions errors:  

1. You are missing setup information so GP cannot determine what accounts to use.
2. You have manually changed something in the distributions and it does not conform to the totals that GP is expecting.

To fix missing account numbers, you can just fill them in manually on the transaction or change the setup and have the system regenerate the distributions by clicking Default on the Sales Distribution Entry Screen:

When you click Default you will get the following message:

This is warning you that if you have made any manual changes they may be lost by having the system regenerate the default distributions. If you are not sure, write down or take a screen shot of the current distributions and amounts, in case you need to re-do your changes. To have the system regenerate the distributions, click Delete. (Sounds a little counter-intuitive, I know.)

Regenerating the default GL distributions will also fix most of the issues with manual changes, but I would like to explain that in a little more detail. What happens is that GP is automatically matching up the various totals on the transaction with the types and totals of the GL distributions. When it finds a mismatch, it does not allow the posting of the transaction. This is a good thing and will typically prevent reconciliation issues. Here is an example of what GP is trying to match:

Outlined in red are the most common totals that I have seen issues with. Let’s go through them one at a time:

1. Subtotal: all the SALES distributions must total up to a credit equal to the Subtotal.
2. Trade Discount: all the TRADE distributions must total up to a debit equal to the Trade Discount.
3. Tax: all the TAXES distributions must total up to a credit equal to the Tax.
4. Amount Received: all the CASH distributions must total up to a debit equal to the Amount Received.
5. On Account: all the RECV distributions must total up to a debit equal to On Account.

You can find a complete list of all the distribution types and their explanations in Accolade Publications‘  Understanding Sales Order Processing book.

~~~~~

My 2 cents:  For me one of the main benefits of using a product like Dynamics GP is that it can do a lot of the work for you. If you are finding yourself changing the GL distributions for Sales Order Processing transactions frequently (or need to often go back and reclass), I would recommend a review of your setup. In most situations the setup can be done so that you will not need to make any changes to the distributions for 99% of your transactions.

CREATE VIEW view_AP_Distributions
AS

--************************************************
--view_AP_Distributions
--Shows GL distributions for all AP transactions
--Created Nov 28, 2008 by Victoria Yudin - Flexible Solutions, Inc.
--For updates see http://victoriayudin.com/gp-reports/
--Does not exclude voided transactions
--Transactions with no MC information will show an exchange rate of 0
--Updated Feb 11, 2009 to correct link to GL account number
--Updated May 13, 2009 to add distribution reference
--Updated Nov 10, 2009 to add GP posting date and more user friendly column names
--Updated Jan 22, 2010 to add Document Date
--Updated Mar 10, 2010 to add Batch ID, Trx Description, and include unposted transactions
--Updated May 23, 2010 to add Voucher Number
--Updated Jun 25, 2010 to add additional distribution types, currency, exchange rate and originating amounts
--Updated Jun 27, 2010 to fix copying issue
--Updated Jun 30, 2010 to add Voided field
--Updated Dec 17, 2010 to add Vendor Name and GL Account Name
--Updated Jan 31, 2011 to add ROUND distribution type
--Updated Mar 8, 2011 to add PM10300 and PM10400 tables
--Updated Dec 20, 2011 to add PO Number
--*************************************************

SELECT  D.VENDORID Vendor_ID,
	N.VENDNAME Vendor_Name,
	K.DOCNUMBR Document_Number,
	D.PSTGDATE GL_Posting_Date,
	K.DOCDATE Document_Date,
	CASE K.DOCTYPE
	     WHEN 1 THEN 'Invoice'
	     WHEN 2 THEN 'Finance Charge'
	     WHEN 3 THEN 'Misc Charge'
	     WHEN 4 THEN 'Return'
	     WHEN 5 THEN 'Credit Memo'
	     WHEN 6 THEN 'Payment'
	     END Document_Type,
	G.ACTNUMST Account_Number,
	A.ACTDESCR Account_Name,
	CASE D.DISTTYPE
	     WHEN 1 THEN 'Cash'
	     WHEN 2 THEN 'Payable'
	     WHEN 3 THEN 'Discount Available'
	     WHEN 4 THEN 'Discount Taken'
	     WHEN 5 THEN 'Finance Charge'
	     WHEN 6 THEN 'Purchase'
	     WHEN 7 THEN 'Trade Disc.'
	     WHEN 8 THEN 'Misc. Charge'
	     WHEN 9 THEN 'Freight'
	     WHEN 10 THEN 'Taxes'
	     WHEN 11 THEN 'Writeoffs'
	     WHEN 12 THEN 'Other'
	     WHEN 13 THEN 'GST Disc'
	     WHEN 14 THEN 'PPS Amount'
	     WHEN 16 THEN 'Round'
	     WHEN 17 THEN 'Realized Gain'
	     WHEN 18 THEN 'Realized Loss'
	     WHEN 19 THEN 'Due To'
	     WHEN 20 THEN 'Due From'
	     END Distribution_Type,
	D.DEBITAMT Debit_Amount,
	D.CRDTAMNT Credit_Amount,
	D.DistRef Distribution_Reference,
	T.BACHNUMB Batch_ID,
	T.TRXDSCRN Trx_Description,
	T.STAT Trx_Status,
	D.VCHRNMBR Voucher_Number,
	D.CURNCYID Currency_ID,
	coalesce(D.XCHGRATE,0) Exchange_Rate,
	D.ORDBTAMT Originating_Debit_Amount,
	D.ORCRDAMT Originating_Credit_Amount,
	CASE T.VOIDED
	     WHEN 0 THEN 'No'
	     WHEN 1 THEN 'Yes'
	     END Voided,
	T.PORDNMBR PO_Number

FROM
-- all open trx distributions
(SELECT  VENDORID, VCHRNMBR, CNTRLTYP, DEBITAMT, CRDTAMNT, DSTINDX, DISTTYPE, DistRef,
         PSTGDATE, CURNCYID, ORDBTAMT, ORCRDAMT, XCHGRATE
         FROM PM10100
UNION ALL
-- all historical trx distributions
 SELECT  P.VENDORID, P.VCHRNMBR, P.CNTRLTYP, P.DEBITAMT, P.CRDTAMNT, P.DSTINDX,
         P.DISTTYPE, P.DistRef, P.PSTGDATE, P.CURNCYID, P.ORDBTAMT, P.ORCRDAMT, M.XCHGRATE
         FROM PM30600 P
         LEFT OUTER JOIN  -- historical exchange rate
	   MC020103 M
	   ON P.VCHRNMBR = M.VCHRNMBR
	   AND P.DOCTYPE = M.DOCTYPE) D

-- add document number and type
LEFT OUTER JOIN
        PM00400 K
        ON D.VCHRNMBR = K.CNTRLNUM
        AND D.CNTRLTYP = K.CNTRLTYP

--add GL account number
LEFT OUTER JOIN
        GL00105 G
        ON D.DSTINDX = G.ACTINDX

--add status, batch and trx description
LEFT OUTER JOIN
     (SELECT VCHRNMBR, CNTRLTYP, BACHNUMB, TRXDSCRN,
      STAT = 'Work', VOIDED = 0, PORDNMBR
      FROM PM10000
     UNION
      SELECT VCHRNMBR, CNTRLTYP, BACHNUMB, TRXDSCRN,
      STAT = 'Open', VOIDED, PORDNMBR
      FROM PM20000
     UNION
      SELECT VCHRNMBR, CNTRLTYP, BACHNUMB, TRXDSCRN,
      STAT = 'History', VOIDED, PORDNMBR
      FROM PM30200
     UNION
      SELECT PMNTNMBR, CNTRLTYP = 1, BACHNUMB, COMMENT1,
      STAT = 'Work', VOIDED = 0, PORDNMBR = ''
      FROM PM10300
     UNION
      SELECT PMNTNMBR, CNTRLTYP = 1, BACHNUMB, TRXDSCRN,
      STAT = 'Work', VOIDED = 0, PORDNMBR = ''
      FROM PM10400) T
     ON T.VCHRNMBR = D.VCHRNMBR
     AND T.CNTRLTYP = D.CNTRLTYP

--add GL account name
LEFT OUTER JOIN
        GL00100 A
        ON A.ACTINDX = D.DSTINDX

--add vendor name
LEFT OUTER JOIN
        PM00200 N
        ON N.VENDORID = D.VENDORID

--the following will grant permissions to this view to DYNGRP, leave this section off if you do not want to grant permissions
GO
GRANT SELECT ON view_AP_Distributions TO DYNGRP

Disclaimer: I tested this on limited data, if you find an issue or have a suggestion for improvement, please let me know and I will post the update here for everyone.

GP KnowledgeBase Articles

Microsoft publishes and updates articles that explain in great detail how the year end close should be done and all the implications and timing issues.  Here is order that the modules should be closed in and the related articles:

• Inventory
• Receivables Management – KB 857444
• Payables Management – KB 875169
• Fixed Assets – KB 865653
• General Ledger – KB 888003
• Payroll – KB 850663 or Canadian Payroll – KB 861806

Other Resources

• Mark Polino’s Dynamics Sherpa Year End Close video
• Accolade Publications Year/Period End Procedures (click on Great Plains on the bottom, then Year/Period End Procedures on the right)
• Information about performing the year-end closing procedure in Receivables Management in Microsoft Dynamics GP after December 31 – KB 851140
• Each Dynamics GP manual will all have a section on the year end close if it is applicable for that  particular module
• GP 9.0 – 2008 US Payroll Year End Update
• GP 10.0 – 2008 US Payroll Year End Update
• Mariano Gomez: Applying 2008 Year End updates for Microsoft Dynamics GP 9.0 and 10.0
• Mariano Gomez: 2008 Year End Update and Microsoft Great Plains 8.0
• Christina Phillips of Dynamics GP Land: Year End 2008 Tips and Tricks
• Doug Pitcher of Rose Business Solutons: 2008 Payroll year end close update Dynamics 10.0

General Ledger – Common Questions

When?  The biggest question we get on the General Ledger close is when to do it.  On one hand you don’t want to close the GL before all your adjustments are in and/or the audit is done.  On the other hand, you hate not being able to see beginning balances for the GL accounts and having to use alternate FRx reports to add in last year’s numbers.  Since you can post to the last fiscal year even if it is closed there is no harm in closing the fiscal year sooner than later.  However, make sure that you won’t need to post to years prior to the last closed year, since you won’t be able to do it.  (In other words, once you close 2008, you can still update 2008, but 2007 is done at that point.)

I said I won’t need to, but how do I post to 2005?  If you absolutely positively have to post to more than one prior year, it is possible, but it will cost you.  The Microsoft Professional Services team has a procedure they can run on your system that will re-open prior years.  The cost will depend on the size of your data, how many companies and years you need to open and when you need to do this.  We have used this service a number of times and have never had an issue, so it definitely works.  To get more information on this, contact your GP Partner and show them this link.

How do I actually post to the last closed year?  Here are the steps:

1. Go to Tools > Setup > Company > Fiscal Periods and make sure the period you want to post to is open (unchecked).
2. Go to Tools > Setup > Financial > General Ledger and make sure Allow Posting to History is checked.
3. Enter and post your transaction.  Read this before you look at your posting journal: the entry will look like it is posted twice.  It’s showing up on the report twice because it’s updating last year’s balances and then updating this year’s beginning balances.  This is ok.
4. Go to Tools > Setup > Financial > General Ledger and uncheck Allow Posting to History.  While it is ok to leave this checked, I recommend disallowing posting to history to avoid mistakes.
5. Go to Tools > Setup > Company > Fiscal Periods and close (check) the period you opened in step 1.  Again, you can leave the period open if you want.

What if one of my Balance Sheet accounts was set up as a P&L account?  If one of your accounts was set up with the wrong Posting Type and you did not catch this before performing the year close, you can use KB article 864913 to correct the problem.

Other Common Questions / My 2 Cents

Payables and Receivables – to close or not to close?  Most companies we work with do not close the Payables and Receivables modules anymore.  Since it is virtually impossible to have a clean cut off between transactions for two years, it really does not add any value to perform the year end close for these modules.

Backups – do we really need them?  As far as I am concerned, one of the most important parts of the year end close is making a backup before starting.  I have only actually needed this backup twice, but we were sure glad we had it those two times.

What is the close procedure for other modules, like Bank Rec or SOP?  Most other modules do not have a ‘year end close’ process.  The only recommendation for them is to make sure everything for the year being closed is posted prior to closing the year in the modules that do have a year end close process.

Updates:
01.08.2009: added link to Doug Pitcher’s blog post under Other Resources
01.07.2009: added link to Dynamicd GP Land blog under Other Resources
12.24.2008: added links to Mariano Gomez’s blog posts under Other Resources
11.17.2008: added links to the year end payroll updates under Other Resources
08.04.2010: added link to the GL Year End Open Service from Microsoft